Administrative Secretary

KEY FUNCTION: 

Provide a broad range of administrative functions and support to the Northern Maternal Child Network (NMCN) Team and related committees while ensuring day-to-day operations are efficiently managed, coordinated, and performed.

REPORTING: 

Under the general direction of the Regional Manager, Northern Maternal Child Network.

DUTIES: 

1. Develop comprehensive engagement and knowledge exchange plans/strategy to support the development, implementation and communication of regional program initiatives; utilize various communication methods (e.g. social media, NMCN website, NMCN regional external newsletter and committee/meeting presentations).
2. Work with the Regional Manager and Regional Leads to establish content and manage performance updates on key deliverables in a format that can be translated to partners across the North.
3. Engage HSN’s Translation Office to ensure timely translation of prepared documents.
4. Oversee administration of the NMCN website and monthly newsletter, including content coordination, updates, formatting, and quality assurance to support effective organizational communication.
5. Ensure that the NMCN is actively engaged in recognized national, provincial and regional events.
6. Lead the development of major NMCN corporate documents (e.g. the Strategic Plan and Annual Report) and provide editorial oversight and formatting support for all external-facing resources (e.g., RSV Toolkit, skills competency checklists) distributed to healthcare providers across the North.
7. Contribute to the design and delivery of regional education initiatives using interactive digital learning platforms (i.e. Articulate); oversee the administration of the Learning Management System (LMS) to support coordinated education efforts.
8. Coordinate administrative processes required to facilitate regional certificate training across Northern partner sites.
9. Support and coordinate the daily operating procedures and administration of the NMCN such as maintain continuous awareness of NMCN activities in order to interpret and direct inquiries.
10. Coordinate communications, including answer telephone and electronic inquiries and ensure the effective flow of information internally and with external partners.
11. Schedule and organize meetings, arrange room reservations and prepare necessary documentation (e.g. meeting agenda).
12. Record meeting minutes and ensure proper follow-up of assigned action items.
13. Develop and maintain multiple distribution and NMCN mailing lists for key partner groups.
14. Provide financial administrative support, including payment requisitions, deposits, travel claims, account reconciliations, and tracking of program expenses and revenues; maintain all related finance files and liaise with Finance Department as required.
15. Process bi-weekly payroll data.
16. Conduct research and compile data, statistics, and other information.
17. Organize and maintain manual and computerized information filing systems.
18. Provide support with human resources processes including hiring, orientation, and onboarding and ensure office set-up for new staff.
19. Schedule and confirm the appointments/meetings of the Regional Manager.
20. Determine and establish office procedures, order office supplies and maintain inventory.
21. Act as gatekeeper for all master documents, maintain committee contact lists and update training manuals as required.
22. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
23. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
24. Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
25. Educate and promote health, safety and wellness in the work place.
26. Represent the department or program on various committees and in meetings as required.
27. Perform other duties as required.
    
    

QUALIFICATIONS

EDUCATION AND TRAINING: 

1. Minimum of a three (3) year Diploma in Business Administration, Communications or Education, from an accredited college.
2. A Bachelor’s Degree in a related field is preferred.
3. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE: 

1. Minimum of three (3) years’ experience working as an Administrative Secretary within the last five (5) years, preferably in a health care environment.
2. Minimum of two (2) years’ experience in communication content development or engagement.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated ability to apply change management, improvement, and project management principles and practices in achieving goals and objectives.
2. Demonstrated typing speed of 50 words per minute.
3. Demonstrated proficiency in taking and transcribing minutes.
4. Demonstrated knowledge of Medical Terminology.
5. Demonstrated excellent judgment and proven analytical skills.
6. Demonstrated excellent organizational, problem solving, prioritization, time management, and leadership skills.
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. Proven ability to work independently and in a team environment.
2. Demonstrated high level of initiative and self-direction.
3. Demonstrated ability to perform with minimal supervision; to prioritize duties.
4. Demonstrated commitment to ongoing professional development.
5. Demonstrated professionalism in dealing with confidential and sensitive issues.
6. Demonstrated positive work record and excellent attendance record.
7. Ability to meet the physical and sensory demands of the job.
8. 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.