Administrative Assistant

The purpose of this position is to provide reception and administrative support for the HR Manager and the HR Department for Health PEI West. This position assists the HR manager in carrying out their responsibilities as a member of the Human Resources Department and as a member of the Human Resources Team. This position also provides support to managers and staff with respect to any Human Resources needs as they arise. This position is the first point of contact within the Human Resources Department for managers, employees and the public. The incumbent is required to provide a high level of confidentiality, to work independently, and to make decisions and exercise judgement when dealing with the managers, employees, and the public.

**Duties will include**:

- prepare and maintain statistical and other reports as directed by the HR Managers, HR Coordinators, or HR Assistants. Collect and provide feedback.
- assist the Manager with time management by scheduling meetings and appointments, protecting identified time periods, and resolving conflicts which arise by rescheduling commitments.
- screen, prioritize, redirect, and resolve inquiries/conflicts/issues as they arise. Escalate issues as appropriate to the HR Assistants, HR Coordinators, and HR Manager
- coordinate the effective flow of information within the HR Department and to other Departments as necessary.
- first point of contact for directing and greeting managers, employees, and the public either in person or by telephone.
- receiving and transferring telephone calls to the most appropriate team member. Record and forward messages as necessary.
- answer general inquiries from other departments and the general public.
- perform all purchasing activities required to attain and receive materials and office supplies including the requisition and control of purchase documents, management of petty cash.
- drafting and typing correspondence on behalf of the Manager regarding highly sensitive matters to employees, managers, directors, etc.; type and distribute sensitive correspondence for the Manager regarding grievances, reprimands, disciplinary action, terminations.
- conducting background research on special projects as they relate to the HR Manager.
- receive grievances without comment and prepare the file for the HR Coordinator or HR Manager.
- collect and verify information for new hires. Create ID badges and assign appropriate facility access to ensure security access and limitations are adhered to based on individual position.
- prepare and maintain personnel files using Personnel File Guidelines and RIM retention schedules on all employees and terminated files on all employees who have terminated or retired; update employee information on Peoplesoft including, but not limited to, name and address changes.
- receive all correspondence for Worker’s Compensation Board and distribute; accordingly, and other duties as required.

**Minimum Qualifications**:

- Applicants must have completed Grade 12 and must have a post secondary office administration or business diploma.
- Considerable experience at a senior administrative level preferably in a hospital setting.
- Demonstrated equivalencies will be considered.
- Typing speed of 50 wpm.
- A high degree of proficiency in typing, editing, and composing correspondence is required.
- Excellent interpersonal, communication and organizational skills are required.
- Computer literacy and knowledge of office systems and computer programs (Microsoft office including Excel, WordPerfect, Quattro Pro) is required.
- Decision making skills including the ability to exercise a considerable amount of judgement and initiative in the performance of duties as well as strong ability for attention to detail and to work under pressure with mínimal supervision is required.

**Other Qualifications**:

- HR and/or Public Administration Diploma would be considered an asset.
- Experience in HR and/or a unionized environment is an asset.
- Knowledge of PeopleSoft in an asset.

Health PEI values the different ideas, perspectives and backgrounds that a diverse, equitable and inclusive work-place culture can bring. Not only does this help us deliver better outcomes, more innovation, but it also creates a safer space for our patients when our employees are more reflective of the communities we serve. It is important for us to create an environment where our employees are comfortable bringing their authentic selves to work and challenging the status quo to make Health PEI a better, more inclusive employer and healthcare system. We recognize we have more work to do but finding intentional ways to grow our understanding and support of those who have faced barriers due to accessibility, ethnicity, ancestry, gender identity, age, sexual orientation, language or other grounds is a key priority for us. We encourage underrepresented groups to join our team, be yourself, and help us achieve our vision for an inclusive workplace and healthcare