Administrative Assistant | Indigenous Cultural Safety

3 weeks ago

Kamloops, Canada Interior Health Authority Full time
Who are we looking for?

Interior Health is looking for a permanent full time Administrative Assistant, Indigenous Partnerships to join the Indigenous Cultural Safety and Humility team.

The worksite location for this position is flexible and can be located anywhere within the Interior Health region.

Some of the Benefits of Joining Interior Health:

•An attractive remuneration package
•Excellent career prospects
•Employer paid training/education
•Employer paid vacation
•Medical Service Plan
•Employer paid insurance premiums
•Extended Health & Dental coverage
•Municipal Pension Plan
•Work-life balance

Salary Range:

Salary range for the position is $48476 to $63624. 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.

How will you create an impact?

The Administrative Assistant, Indigenous Partnerships works in a team environment to provide confidential administrative support functions to the Indigenous Partnerships, Cultural Safety & Humilty Program. The Administrative Assistant works with the Indigenous Partnerships leadership team and second Administrative Assistant, Indigenous Partnerships to support the two portfolio pillars – Indigenous Health & Wellness and Cultural Safety & Humility.

Responsibilities include: coordinating and organizing committee and program workflows; 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 Corporate Director, in setting the positive, collaborative, efficient tone for the program.

What will you work on:

•Supports aspects of PATT and Letter of Understanding (LOU) meetings with Nation partners to ensure logistics and proceeding are handled efficiently and effectively. Ensures the appropriate flow of information to PALT, PATT and LOUs, and the dissemination of action items and decisions to appropriate staff and committees for follow-up.
•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.
•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.
•Provides general administrative support by:
oopening and screening daily mail
oacknowledging letters and composing correspondence for signature
oproviding supporting information where required
oproofing mailings for spelling, grammar, and clear understanding
opreparing and typing correspondence, memoranda, minutes, confidential reports, and other documents
oresponding to administrative requests and inquiries
oprotecting the security of confidential information by maintaining private files and typing private correspondence.
•Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Assembles and edits reports in an appropriate format.
•Assists with maintaining the Indigenous Partnerships web pages.
•Coordinates and standardizes the implementation of technology (new and existing) within the program.
•Sets up and maintains manual and computerized filing systems for all correspondence and administration files. Maintains materials such as policy and procedure manuals.
•Coordinates meeting schedules and calendars for the Corporate Director by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.
•Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.
•Arranges travel and accommodation by booking and confirming flights, vehicles, and hotel reservations.
•Provides input to new policies, processes, and the development of strategies.
•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.
•Ensures appropriate supplies and support materials are available and equipment is in working order.
•Supports the Corporate Director in completing the required documentation associated with Human Resources including on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.
•Liaises and coordinates with other Interior Health Administrative Assistants and Executive Assistants, as necessary, to facilitate the many shared matters of daily business.
•Supports the Education Admin and the Manager in the coordination of Nation-led Education, Indigenous Cultural Safety Education and/or Antiracism Education, that’s Indigenous-specific.
•Be able to answer basic questions or inquires related to the Nation-led Education, Indigenous Cultural Safety Education and/or Antiracism Education, that’s Indigenous-specific.
•In alignment with IH’s Occupational Health & Safety Program, employees shall adhere to all Occupational Health and Safety policies and procedures at all times and attend all required training. Employees are responsible to report any identified hazards, unsafe conditions or incidents to the manager or supervisor immediately.

Interior Health strives to create an environment where you enjoy the work you do, the place where you work, and the people around you. Together, we create great workplaces.

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