Administrative Assistant

**Position Summary and Scope of Service**:
The Administrative Assistant is an integral part of the service delivery team. The Administrative Assistant contributes to the development, modification and implementation of service area goals, objectives, policies, procedures and standards. The Administrative Assistant is responsible for the compilation, organization, and dissemination of clinical and administrative data related to the service area and assisting in the preparation of reports and presentations in a variety of formats.

Reporting to the Manager, Psychology Services, the Administrative Assistant provides services in accordance with the “Mission” and “Values” of St.Amant, policies and procedures of the service area, external legislation and all relevant professional standards of practice. The Administrative Assistant is familiar with and promotes a “customer service focus” in the provision of services to clients, staff and in other professional relationships.

The Administrative Assistant performs all duties professionally, ethically and with integrity. The Administrative Assistant takes an active role and personal responsibility for continuous learning to promote knowledge and best practices. The Administrative Assistant participates in staff development opportunities and is familiar with and adheres to all policies related to risk management and promotes and follows all safe, healthy and respectful workplace practices.

**Qualifications**:
**Educational**:

- Grade XII diploma or certificate
- Knowledge of medical terminology is an asset
- French language skills are an asset

**Professional**:

- Previous experience as an administrative assistant or secretary
- Previous experience working in a healthcare setting
- Experience creating and handling large, complex databases
- Proficient in the use of the full range of modern office equipment
- Experience performing a wide range of administrative/secretarial tasks
- Experience with complex record keeping and file systems
- Strong organizational and communication skills (written and oral)
- Demonstrated ability in developing relationships with clients and staff that are supportive and educational, and that reflect St.Amant Mission and Values
- General knowledge of Children's disability Services, Community Living disability Services and/or The Department of Education within Manitoba is an asset

**Personal**:

- Organized, professional and able to maintain effective interactions at all levels
- Self-motivated, confident, creative, innovative, productive, positive, energetic and collaborative
- Strong interest in process improvement; commitment to ongoing professional development and life-long learning
- Demonstrated confidential and ethical behavior in the performance of all responsibilities
- Effective prioritization practices, efficient work methods that support due dates and required timeframes
- Ability to use good judgment in recognizing scope of authority
- Excellent written and verbal communication skill
- Flexible and able to work within a non-conventional schedule when this is of benefit to the assigned service area
- Ability to identify high risk situations and respond appropriately
- Ability to demonstrate behavior consistent with the Mission and Values of St.Amant
- Ability to work harmoniously and contribute to effective employee and team relationships
- Ability to effectively manage variable stressors typically encountered in the workplace
- Projects a professional image
- Physically able to perform the duties of the position
- Successful completion of a satisfactory Criminal Record Check and Abuse Registry Check is required

**Duties and Responsibilities**:
**Program/Service Support**:
Under the coordination of the Manager of Psychology Services and/or the Manager of Clinical Services, the Administrative Assistant provides administrative support consistent with the Mission, Values, policies, principal functions and priorities of St.Amant.

**Duties include**:

- Responsible for the compilation, organization, and dissemination of clinical and administrative data related to the service area and assisting in the preparation of reports and presentations in a variety of formats
- Responsible for organizing, creating and maintaining databases and electronic and paper file systems
- Organizes, prioritizes and ensures the delivery of effective, timely, courteous and professional services
- Assists management with process improvements related to the effective delivery of services
- Organizes and maintains mailboxes and collects, sorts and distributes mail in the assigned service area
- In conjunction with IT Services, provides support and basic instruction for the use of computers, telephones and other office technology
- Arranges for maintenance of basic office equipment including photocopiers, fax machine, printers, scanners and laminator
- Works on a variety of communication related projects as assigned
- Completes orders for equipme