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Administrative Assistant

2 weeks ago

Winnipeg, Canada St.Amant Full time

**Position Summary and Scope of Service**:
**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 equipment and supplies for the assigned service area and maintains a record of these
- Coordinates meetings, including scheduling and resources (i.e. room bookings, IT requirements,) for committee and staff meetings
- Compiles minutes for meetings
- Makes bookings for travel for clinicians to provide services in communities throughout Manitoba
- Makes bookings for off-site meeting
- Stocks printers and photocopier
- Submits work orders to Environmental Services for maintenance requests
- Updates QHR with staff competencies & skills
- Consults effectively with other supports and services to ensure coordination of planning
- Develops a clear understanding of health or client record documentation standards according to specific service area policies
- Reports and documents all high risk or potentially high risk situations according to policy
- Establishes and maintains effective relationships with team members, other employees and leaders, clients, volunteers and external parties
- Works collaboratively with program and service leaders
- Exercises confidentiality and ethical practices in all work activities

**Duties and Responsibilities** **also include but are not limited to**:

- Human Resource Management
- Financial Resource Management
- Quality Management and Process Improvement
- Organization Planning and Development

The above information is intended to describe the general nature of this position and