Administrative Assistant, Health, Safety

Position Information

**Position Title**
- Administrative Assistant, Health, Safety & Wellness (0.205FTE)**Position Summary**
- The Administrative Assistant, Health Safety, and Wellness is the first point of contact for the Health, Safety and Wellness Centre (HSWC), providing initial support and guidance to RDP students, staff and faculty. The Administrative Assistant works in a high functioning and comprehensive department. This position performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operations of the office.
- Reporting to the Operations Manager, People and Culture the incumbent will achieve results without overt guidance and is responsible for the administration of various HSWC programs and initiatives. While exercising discretion and the highest confidentiality, this position is responsible for the provision of the RDP medical office, safety administration, and wellness administrative support services.
- The incumbent must have the ability to interpret and make decisions in accordance with procedures and practices of the organization and must be flexible and demonstrate the ability to maintain confidentiality, diplomacy, and tact at all times. The incumbent is expected to work both independently and as a team member to perform a wide variety of administrative and support services.**Position Responsibilities**

**Administrative Support**
- Tracks and records visits to Health, Safety & Wellness Centre (HSWC); Assists in the semi-annual reporting of HSWC statistics
- Provides administrative support to the Employee Wellness Working Group (EWWG) including attending meetings, recording minutes, typing and distributing minutes, drafting agendas and agenda packages, facilitating meeting times and reporting on events
- Supports the EWWG in organizing, promoting and facilitating wellness events and initiatives
- Works collaboratively with the Benefits Officers to assist in the administration and promotion of the RDP Employee Family Assistance Program (EFAP), LifeWorks
- Maintains medical supplies inventory and orders supplies as necessary
- Maintains an inventory of stationery and office supplies for the HSWC and ensures supplies are available (i.e. stationary, toner, staples) through RDP’s approved vendor
- Prepares and designs innovative and trending HSWC pamphlets/brochures (both print and electronic), promoting HSWC services and programs

**Occupational Health and Safety Support**
- Provides administrative support to the Health & Safety Committee including facilitating meeting times, attending meetings, recording minutes and distributing minutes, drafting agendas and agenda packages, and assisting in document production
- Assists the OH&S Officer in the administration of incident reports, hazard assessments and follow-up documentation
- Assists the HSWC in Occupational Health and Safety pandemic (COVID-19) responses, processes, communications and planning where appropriate
- Assists with the coordination and promotion of OH&S activities and training events (i.e. Safety Week) in collaboration with the OH&S Officer
- Administers First Aid to patients and responds to campus emergency calls when required
- Ensures a safe and healthy work environment by complying with Polytechnic health and safety policies, standard practices, and programs in keeping with occupational health and safety legislation and regulations

**Physician Clinic Support**
- Provides administrative and medical office support for the weekly physician’s clinic
- Maintains patients’ medical charts to ensure accurate/current information (i.e. Health Care information/current personal information) according to the Health Information Act (HIA)
- Escorts patients to treatment rooms and cleans/prepares rooms as necessary
- Prepares lab specimens (i.e. label/bagging/checking requisition)
- Reconciles lab/specialists reports with patient files for review/follow-up and signature
- Maintains up-to-date record of walk-in clinics within Red Deer for patients
- Maintains patient privacy and confidentiality

**Reception and Customer Service**
- Ensures a welcoming HSWC office environment
- Acts as the first point of contact for general inquires to the health & safety general inbox, wellness inbox, reception desk and main telephone lines and triages questions to appropriate parties within the department
- Opens, sorts, and distributes all incoming and outgoing mail and other correspondence including preparing courier packages

**Information and Record Administration**
- Regularly updates and maintains HSWC information on the RDP website and TheLoop ensuring internal and external stakeholders have access to important HSW information
- In collaboration with the OH&S Officer, promotes, updates and maintains OH&S programs on RDP Website, TheLoop and Econnected
- Maintains a comprehensive filing system including archival and storage inventories for the depart