Administrative Secretary

KEY FUNCTION: 

Serve as the primary point of contact for the Simulation Laboratory while providing efficient administrative support to the Manager and Simulation team. Coordinate daily operations, scheduling, and event logistics in close collaboration with the team to ensure a seamless, solution-oriented learning environment for all faculty, learners, and partners.

REPORTING: 

Under the general direction of the Manager, Simulation Laboratory.

DUTIES:   

1. Act as the primary point of contact for internal and external clients; answer telephone and electronic inquiries, greet and assist visitors, and conduct select facility tours.
2. Manage the Simulation Lab inbox and event scheduler with a solution-oriented approach; coordinate activity bookings, confirm requests, and communicate with event faculty to prepare for events.
3. Ensure the Simulation Lab is in a continuous state of readiness for scheduled events; track inventory, organize, and restock simulation equipment, supplies, and consumables; organize daily operational data (i.e., events, loans, staff availability), and update the huddle board daily.
4. Track all Simulation Lab activities using existing Excel tracking tools, bringing forward operational issues and actively seeking ways to improve administrative workflows.
5. Provide operational support to simulation technicians and other Simulation Lab team members to facilitate the preparation, coordination, and delivery of simulation-based educational activities; assist with preparing learning spaces, directing learners/visitors, organizing equipment, supporting room turnover, and conducting cart checks during busy periods.
6. Initiate purchase requisitions and oversee supply ordering for Simulation Lab consumables, stationery, medical supplies, simulation equipment, medical gases, linen, and specialty items; manage credit card reconciliations.
7. Develop and publish the Simulation Lab quarterly newsletter, update the internal webpage, and refresh bulletin boards.
8. Coordinate departmental health and safety activities, participate in required training, and perform/support routine environmental checks (e.g., eyewash station testing, fridge temperature logs, and monthly physical inspections).
9. Coordinate meetings and special events, book rooms, prepare agendas, record accurate minutes and ensure appropriate follow-up of assigned action items.
10. Set up and maintain manual and computerized filing systems, act as gatekeeper for master documents, maintain committee contact lists, and manage flow of mail and internal communications.
11. Conduct secondary research, compile data for monthly/annual statistical reporting, and update metrics.
12. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
13. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
14. Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
15. Educate and promote health, safety and wellness in the work place.
16. Represent the department or program on various committees and in meetings as required.
17. Perform other duties as required.

QUALIFICATIONS

EDUCATION AND TRAINING: 

1. Minimum of a one (1) 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, operational, or customer-facing coordination role within the last five (5) years, preferably in a healthcare or academic environment.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated ability to establish and maintain welcoming, positive, and collaborative relationships with all internal and external clients.
2. Demonstrated solution-oriented mindset; ability to approach user requests with an emphasis on creating opportunities and enabling success.
3. Demonstrated proficiency in taking and transcribing accurate meeting minutes.
4. Demonstrated knowledge of Medical Terminology.
5. Demonstrated excellent judgment, problem-solving skills, and proven analytical ability.
6. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
7. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
8. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
9. Demonstrated superior interpersonal and communication skills, both written and verbal.
10. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
11. Demonstrated discretion and maturity when handling confidential information.
12. Demonstrated commitment to the safety of co-workers, learners and patients.

PERSONAL SUITABILITY: 

1. Demonstrated ability to balance independent administrative responsibilities with team-based operational support; ability to collaborate effectively during periods of increased workload.
2. Demonstrated willingness to adapt to new administrative platforms.
3. Demonstrated ability to perform with minimal supervision and prioritize duties effectively.
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.