Administrative Assistant - Jobs in Wawanesa, MB

Job Description

QUALIFICATIONS

• Grade 12 education (MB Standards)
• Graduate and/or certification from a recognized Business Administration Program
• One (1) year equivalent full-time experience
• Other combinations of education and experience may be considered
• Province of Manitoba Class 5 Drivers Licence, and access to a personal vehicle to provide service within Prairie Mountain Health
• Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology
• Accurate keyboarding skills, with minimum 40 wpm
• Familiarity and skill in current office technology and equipment
• Demonstrated ability in maintaining effective interpersonal working relationships required
• Demonstrated critical thinking skills
• Demonstrated effectiveness in coordination, organization and minute taking for meetings
• Demonstrated sound organizational skills, and the ability to work independently
• Demonstrated written and oral communication skills
• Demonstrated professional and personal commitment for professional development, lifelong learning and continuing education
• Demonstrated flexibility to facilitate changes in techniques and procedures
• Maintains professional manner at all times
• Ability to prioritize in a changing environment
• Ability to respect and promote a culturally diverse population
• Ability to respect and promote confidentiality
• Ability to perform the duties of the position on a regular basis
• Direct care workers are required to either be vaccinated for Covid-19 or to participate in on-going regular Covid-19 testing pursuant to Orders made under The Public Health Act C.C.S.M. c.P210. Successful applicants will be notified at the time of offer of the applicability of this requirement for this position

POSITION SUMMARYUnder the general supervision of and responsible to the applicable Director/Regional Manager/ Manager; the Administrative Assistant is committed to the vision, mission, values and strategic priorities of Prairie Mountain Health functioning within their position. The Administrative Assistant is an important team member meeting the administrative, organizational and clerical needs of the facility/program The Administrative Assistant functions in a confidential capacity in matters relating to labour relations.RESPONSIBILITIES:Overview:Administrative Support

• Manages Director/Regional Manager/Manager schedule; makes travel arrangements; monitors e-mails redirecting or responding as appropriate.

• Attends meetings, documents minutes of meetings and follows-up, as required.

• Maintains employee personnel files, if applicable; acts as a contact for employee questions; prepares letters of offer; completes appropriate documentation for benefit plans/LOA’s; ensures appropriate authorization for absences or schedule adjustments and records electronically or forwards documentation to scheduling.

• Develops and maintains central filing system for VP/CEO, including management of records retention according to regional policies.Reception

• Responds directly, re-directs or brings to the attention of others, telephone and personal enquiries/complaints from programs and departments, community groups, agencies and citizens.

• Responds tactfully, screens and refers appropriately.Document Preparation

• Types and composes various documents such as letters, memos, policies, reports, forms, charts, agendas, presentations, correspondence and other varied documents (confidential or public) as required.Database Entry/Maintenance

• Develops, amends, compiles, and inputs into databases, shared files, SharePoint etc. as required.Record Management

• Maintains up-to-date records of relevant committees, team members and schedules of related committee meetings.

• Maintains confidential files and records including relevant departmental/program information and personnel files in electronic and hard copy files.Departmental/Program/Facility Communication

• Responds as directed to correspondence using accepted formats and within established timelines.

• Copies and circulates written/electronic materials appropriately as required.

• Develops and maintains procedure manual for the position.Meeting Preparation

• Makes necessary meeting arrangements, including notification of staff, collecting agenda items, circulating agendas and booking meeting rooms as required.

• Ensures Director/Regional Manager/Manager has necessary documents for review prior to meeting date.Financial Functions

• Prepares summary data/statements and reports, as required.

• Assists in budget and variance processes as required.

• Confirms accuracy/appropriate authorization of departmental invoices and forward to accounts payable for processing.Other

• Participates as a member of the health care team.

• Adheres to established policies and procedures.

• Completes special projects as may be assigned by the respective Director/Regional Manager.

• Completes other duties as assigned.

This position is subject to a Criminal Records Check (including vulnerable sector), Adult Abuse Registry Check, and a Child Abuse Registry Check. The successful candidate will be responsible for any services charges incurred.If you are currently employed by PMH, please utilize the internal application form. If you are not employed by PMH, please utilize the external application form.In order to be considered for the position, both internal and external applicants must submit a current resume with their application form.If you are an external applicant, please include three work related references with this application. They must be from persons who are not related to you, and who have direct knowledge of your past work performance.Upon being considered for employment, your signature or electronic submission of this application is your authorization to complete said reference checks.PMH has an Aboriginal Human Resources initiative and is committed to increasing the representation of Aboriginal people within all levels of our workforce. Aboriginal applicants are encouraged to voluntarily self identify as being of Aboriginal descent in their cover letter and/or within their application form.We thank all applicants that apply but only those candidates selected for an interview will be contacted.HEALTH AND WELLNESS FOR ALLQuick Apply

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