Miramichi Executive Secretary (N-B) PCN 1750002 - Jobs in Miramichi, NB

Job Description

Horizon Health Network is an equal opportunity employer.COMPETITION #: 2021-56088 ExternalBARGAINING UNIT: Non-BargainingZONE: MiramichiDEPARTMENT: Executive AdministrationFACILITY: Miramichi Regional HospitalPOSTING TYPE: Permanent Full TimeJOB TITLE: Executive SecretaryCLASSIFICATION: Non-BargainingLANGUAGE: English Essential with spoken FrenchHOURS OF WORK: D ay, Subject to change due to operational requirementsSALARY: $36,738 to $51,766 per year (Pay Band 1) (Based on 37.5 hours per week)JOB PURPOSE:Responsible for providing Administrative and Secretarial Support to the Executive Director, Miramichi AreaQUALIFICATIONS:

• Successful completion of high school supplemented by secretarial and office technology courses
• Minimum of five years experience in a senior secretarial position and/or health care administrative setting.
• Comprehensive knowledge of the Health Authority. Excellent previous work and attendance record.
• Demonstrated high regard for confidential information.
• Demonstrated diplomacy, tact, confidentiality, initiative, good judgement, organizational and analytical skills.
• Exceptional interpersonal skills with demonstrated ability to interact effectively.
• Ability to effectively organize and manage heavy workloads, multi-task, and assess and determine priorities.
• Accurate keyboarding, computing and office procedures.
• Experience in recording and transcribing meeting minutes, with minimum word processing speed of 85 wpm.
• Competence in composition with excellent grammar and punctuation skills.
• Proficiency in Microsoft Office applications including Outlook, Word, Excel, PowerPoint, Visio, Access, and Microsoft Project.
• Demonstrated willingness to learn new computer applications as required.
• Ability to attend work on a regular basis.
• Ability to perform the duties of the position.
• Good work record.
• Written and spoken competence in English (B2.1 or Advanced) and spoken competence in French (B1.2 or Intermediate Plus) are required.

KEY RESPONSIBILITIES:Provides Administrative and Secretarial Services to the Executive Director, Miramichi Area:

• Maintaining a schedule of appointments including electronic bookings.
• Composing and/or processing correspondence to include that arising from committees/meetings.
• Ensuring follow-up to committees action plans and developing process to ensure appropriate timelines are maintained.
• Assisting in preparation and development of reports and presentations such as month-end and annual reports, budget variance reports.
• Opening, sorting and forwarding mail.
• Maintaining an effective filing system.
• Making registration and travel arrangements including completion of expense, attendance, and travel forms, VISA reconciliation.
• Utilizing initiative and judgement in gathering, processing, and distributing confidential information.
• Providing appropriate advice and/or screening/referral to callers, which may include one-on-one consultation with patients voicing concerns to the Administrative Office.
• Completion of time entry/payroll for Administrative staff.
• Coordinating meetings as required including venue, refreshments, agenda, minutes and distribution of meeting packages to members.

Provides Liaison between Programs and Administrative Office including but not limited to:

• Follow-up of patient concerns by forwarding to appropriate Administrative Director and/or Unit Manager, which may include preparing response.
• Routine interaction with Program Secretaries and Administrative Support staff.
• Maintenance of up-to-date lists of direct reports, i.e.: Administrative Directors and Unit Managers, Committees and Subcommittees, organizational charts.
• Follow-up and notification re: upcoming deadlines for reports and/or information gathering.
• Providing liaison with other agencies such as Department of Health and Wellness, Horizon Health Network Corporate Office etc

Corporate Office Duties:

• Provides phone coverage for office, as required.
• In collaboration with other support staff, ensures coverage for breaks, lunch, vacations, etc.
• Replaces administrative support staff, when needed.
• Processes incoming information, prioritizes and distributes, as necessary, including visitors, written material and telephone inquiries;
• Prepares correspondence, reports, spreadsheets, and presentations, e.g. Power Point.

Acts as an information resource by:

• Applying knowledge of Corporate organization/policies.
• Ensuring dissemination and coordination of information, both internally and externally.
• Developing and maintaining an effective working relationship with staff Miramichi Regional Hospital and Horizon Health Network.
• Dealing with confidential issues in an efficient and professional manner.

COMPETENCIES:

• Strong work ethic including willingness to accept new assigned duties.
• Ability to work as a team member an on own initiative with little direct supervision.

PLEASE NOTE As of Sept 7, 2021: Any candidate not currently employed in the New Brunswick Public Service will need to provide proof of full vaccination against COVID-19 (or a valid medical certificate exempting them from the vaccine) in order to receive a job offer.Applications for this position must be submitted on-line by December 1, 2021.NOTE: There will be no further postings for this position should there be no fully qualified applicants. If you wish to be considered for this position and have most of the qualifications as posted and the registration or licensure where required, you are encouraged to apply at this time.Should testing be required to demonstrate language proficiency, the official results will be shared with the candidate, Human Resources and the requesting manager electronically and will be placed on the personnel file for Horizon hiring purposes.Please quote Competition # 2021-56088 -External . Horizon Health Network appreciates expressed interest, however, only candidates considered for an interview will be contacted. Human Resources Department, Horizon Health Network.Date PostedNov 19, 2021TypeFull-time - PermanentCareer LevelExperiencedCategoryAdministrativeCompetition Number127743Websitehttp://www.myhorizoncareer.ca/Quick Apply

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