Administrative Assistant | Administration Team

4 weeks ago

Kelowna, Canada Interior Health Authority Full time
Interior Health is looking for an experienced, highly efficient and self-directed term specific full time Administrative Assistant to provide support to the Perioperative portfolio/Administration team at the Kelowna General Hospital (KGH).

This term specific full time position is until September 24, 2024 or return of the incumbent.

Who are we looking for?

Along with your organization, attention to detail, knowledge and skills, we are looking for a candidate that can make a difference and takes pride in their career to work in our fast paced environment. You will perform within an innovative culture that’s focused on transformational change in the health care system.

What we offer:

•Competitive salary and an attractive remuneration package
•Career Growth
•Employer paid training/education
•Employer paid vacation (per collective agreement)
•Medical Service Plan
•Employer paid insurance premiums
•Extended Health & Dental coverage
•Balanced lifestyle

Salary Range:

Salary range for the position is $47,064 to $61,771. Interior Health establishes salaries within the minimum and maximum of the salary range based on consideration of the qualifications, experience of the applicant, and an internal equity review of the salaries of other employees.

What will you work on?

The Administrative Assistant works in a team environment to provide confidential administrative support functions to the Director for the department or program and other management staff as required. The Administrative Assistant serves as a vital linkage and communication source to keep the department or program informed and aligned to its priorities. Responsibilities include: coordinating and organizing workflow; determining priorities; composing confidential correspondence for signature; designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; maintaining the integrity and confidentiality of all information which flows through and is processed for management as it pertains to client care, operations, personnel, labour relations, finance, and public affairs; and supporting the Director in setting the positive, collaborative, efficient tone for the department or program.

SOME TYPICAL DUTIES AND RESPONSIBILITIES:

1.Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Answers routine inquiries and complaints by determining the nature of the issues and provides information directly or through correspondence.

2.Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating procedures, and advises management as necessary. Drafts correspondence/ reports as requested. Prepares spreadsheets, graphs, flow charts, and statistics as required.

3.Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Assembles and edits reports in an appropriate format.

4.Coordinates and standardizes the implementation of new and existing technology within the department or program.

5.Sets up and maintains manual and computerized filing systems for all correspondence and administration files. Maintains materials such as policy and procedure manuals.

6.Coordinates meeting schedules and calendars for the Director by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.

7.Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.

8.Arranges travel and accommodation by booking and confirming flights, vehicles, and hotel reservations

9.Attends and acts as a recorder for confidential meetings such as management meetings. Transcribes minutes and distributes accordingly. Follows up on action items as required, prepares agendas, and circulates necessary materials for meetings.

10.Supports the Director in completing the required documentation associated with Human Resources including: on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.

11.Liaises and coordinates with other Administrative Assistants as necessary to facilitate the many shared matters of daily business.

12.Performs other related duties as assigned.

How will you create an impact?

Joining our IH team will allow you to challenge yourself professionally while enjoying all the personal pursuits available to you within this fantastic community.

Reasons to Apply at Interior Health... What we can do for you

We offer a work environment conducive to growth and development of strong skills and a work environment that supports and promotes psychological health & safety for all. We offer the opportunity to have a balanced lifestyle that allows you to maintain the quality of life you desire.

For a challenging, growth-oriented career in a beautiful natural setting where balanced lifestyle choices abound, come to Interior Health and join our quest to set new standards of excellence in the delivery of health services in the Province of B.C.

Come live, work and play where others only vacation. Make a difference. Love your work.

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