Administrative Assistant 4

**Requisition ID**: 382929

**Position Number**: 20018241

**Posting End Date**: June 19, 2025

**City**: Winnipeg

**Employer**: Shared Health

**Site**:Health Sciences Centre

**Department / Unit**: Ambulatory Care

**Job Stream**: Non-Clinical

**Union**: Non Union

**Anticipated Start Date**: 06/30/2025

**FTE**: 1.00

**Anticipated Shift**: Days

**Work Arrangement**: In Person

**Daily Hours Worked**: 7.75

**Annual Base Hours**: 1950

Shared Health leads the planning and coordinates the integration of patient
- centered clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.

**Position Overview**:
Under the general supervision of the Medical Director/Director Health Services and Manager, Health Services, the incumbent is responsible for the effective, efficient management of the office, providing administrative and secretarial support. Duties include: managing the Outlook calendar for the Medical Director and Manager, Health Services, Transplant Manitoba/Gift of Life Program (TM/GLP), coordinating meetings, attending and recording minutes; composing a variety of correspondence; typing a variety of correspondence, special projects, memoranda and reports, and confidential financial documents; maintains statistical spreadsheet and database related to patients with the Transplant Manitoba Program, supervising and monitoring the workload of the Secretary 4; performing miscellaneous administrative and secretarial duties; and preparing materials for meetings.

**Experience**:

- Three to five years previous experience in a senior secretarial position requiring considerable communication with senior level management staff.
- Previous supervisory experience preferred.

**Education (Degree/Diploma/Certificate)**:

- Complete high school education, Manitoba Standards, required.
- Successful completion of a recognized secretarial training program required.
- Additional training in supervision, administration or management preferred.
- A combination of education and experience may be considered.

**Certification/Licensure/Registration**:
Not Applicable

**Qualifications and Skills**:

- Preference will be given to those applicants competent in an Indigenous language and/or knowledge in Indigenous customs, traditions and values.
- Typing 50-60 wpm required.
- Medical terminology required and shorthand/speedwriting required.
- Knowledge of Environment for Scheduling Personnel (ESP) or other service-based staff scheduling systems preferred.
- Knowledge of Systems, Applications & Products (SAP) preferred.
- Demonstrated proficiency in the use of Microsoft Office (Word, Access, Excel, PowerPoint, and Outlook) required.
- Knowledge of the Internet and web page development preferred.
- Familiarity with the Health Sciences Centre and Winnipeg Regional Health Authority (WRHA) internal structure, corporate policies and procedures, and physical layout preferred.
- Must have excellent communication and interpersonal skills.
- The ability to set up spreadsheets and databases required.
- The incumbent must be able to communicate with all levels of hospital personnel including executive staff, department heads, managers and directors.
- Must have decision-making ability, good judgment, initiative, diplomacy, and the ability to coordinate work flow and develop efficiencies.
- Must be able to function with limited guidance and supervision with high-level of personal accountability.

**Physical Requirements**:

- Continuous use of personal computer.
- Fast-paced environment with a heavy workload.

Please note that an employee is not permitted to hold two or more positions in Shared Health that combine to equal more than 1.0 FTE.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.