Administrative Secretary

KEY FUNCTION:   

Act as the administrative lead and provide support to the regional IT service of Coordinated Access and Central Intake and their respective groups and governance structures.  Ensure confidential discussions and information is protected within these diverse governance and regional services.

REPORTING: 

Under the general direction of the Director, Coordinated Access and Central Intake.

DUTIES: 

1. Prepare and organize a variety of documents and correspondence in an accurate and professional format (e.g. standards, agendas, minutes, terms of references, etc.).
2. Coordinate meetings, prepare and distribute agendas and reference material, ensure appropriate follow-up, book meeting rooms, teleconferences, virtual meetings, webinars, and coordinate catering as required. 
3. Establish excellent working relationships with members/leaders and other regional stakeholders.
4. Coordinate communications, including taking calls, responding to emails, interfacing with clients and ensuring the flow of information internally and with other departments/organizations.
5. Compile data for monthly/annual statistical reporting and update metrics.
6. Assist in the development, tracking and completion of various governance structures and regional multi-corporation committees; maintain mailing and public relations lists.
7. Develop and monitor Local Delivery Group Annual Planning Cycle and projects while ensuring deadlines, budgets and reporting metrics are aligned and met.
8. Act as gatekeeper for all master documents by administering LDG SharePoint Document Management System.
9. Assist in the development of policies and procedures ensuring legal requirements are adhered to and processed accordingly.
10. Record minutes of meetings and ensure proper follow-up of assigned action items
11. Participate and minute regional and departmental committees and meetings as required.
12. Provide support to IT Administration as required.
13. Support bi-weekly payroll processing and verification.
14. Determine and establish office procedures, order office supplies, and maintain inventory.
15. Arrange travel schedules, make reservations, track, prepare and submit travel expenses and travel authorizations.
16. Set-up and maintain manual and computerized information filing systems.
17. Monitor and track vacation requests as required.
18. Determine and align improvement projects with the HSN and regional Strategic Plans; monitor and adjust to achieve goal outcomes.
19. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
20. Educate and promote health, safety and wellness in the work place.
21. Perform other duties as required.

QUALIFICATIONS

EDUCATION AND TRAINING: 

1. Minimum of two (2) year Diploma in Office or Business Administration, from an accredited college.
2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE: 

1. Minimum of three (3) years’ experience working in an administrative support role within the last five (5) years, preferably in a health care environment.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated customer service and problem solving skills.
2. Demonstrated minimum typing speed of 50 words per minute.
3. Demonstrated proficiency in taking and transcribing minutes.
4. Demonstrated excellent judgement and proven analytical skills.
5. Demonstrated ability to work in a fast-paced, demanding environment with multifaceted committee members.
6. Demonstrated superior organizational, project management, prioritization, time management skills, and attention to detail.
7. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
8. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
9. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
10. Demonstrated superior interpersonal and communication skills, both written and verbal.
11. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
12. Demonstrated discretion and maturity when handling confidential information.  
13. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY: 

1. Successful Criminal Record Judicial Matters Check (CRJMC is required.
2. Demonstrated awareness, sensitivity and understanding of different cultural norms and expectations in a multi-corporate health care setting.
3. Demonstrated ability to be focused, flexible, and proactive while exhibiting a positive attitude.
4. Ability to use tact and discretion when dealing with health care providers and patients.  
5. Demonstrated ability to work effectively as a member of an interdisciplinary team.
6. Demonstrated ability to perform with minimal supervision and to prioritize duties.
7. Demonstrated commitment to ongoing professional development.
8. Demonstrated professionalism in dealing with confidential and sensitive issues.
9. Demonstrated positive work record and excellent attendance record.
10. Ability to meet the physical and sensory demands of the job. 
11. Ability to travel between local sites.

Selection Process:  Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.
 

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.