152-26-5 Administrative Assistant

Six Nations•Ohsweken, ON

3d•Onsite

About The Position

To provide administrative and technical support in assessing, developing, implementing and reviewing the goals and objectives of the Diabetes Wellness Program with the Clinical Supervisor. Support includes implementation and maintenance of processes that facilitate program delivery while working within the administrative policies and procedures established for Six Nations Health Services.

Requirements

Graduate of Post-Secondary School in office administration and two years of equivalent experience
High level of computer skills – Microsoft Office Word & Excel, Electronic Medical Record
Strong organizational and time management skills.
Strong interpersonal, verbal and written communication skills.
Understands the importance of confidentiality. Ability to work with tact and discretion.
Good knowledge of the Six Nations Community and highly sensitive to Six Nations culture.

Nice To Haves

Relate effectively with people of all ages and their families/caregivers
Able to work independently and work cooperatively with other service providers.
Experience with Electronic Medical Records.

Responsibilities

Analyzes incoming and outgoing memoranda, submissions, reports and prepares and coordinates submissions of summary briefs and reports to the Clinical Supervisor
Ensures there is timely flow of information amongst all program staff.
Maintains attendance summaries for all program staff
Maintains financial tracking sheets for all program budgets
Minute taking during meetings as required
Greeting and communicating with clients and community members
Types, files, distributes, photocopies, faxes, emails written materials necessary to maintain files
Ensures that regular logs are being maintained i.e. traditional medicine tracking
Complies with established safety precautions and standards, infection control procedures for waiting area
Attends staff meetings for the Diabetes Wellness Program. Prepares the agendas and takes minutes
Attends the Falls Prevention Subcommittee as the Recorder.
Provides leadership in assessing and identifying any problems or trends and suggests new and/or alternative solutions to facilitate resolutions to problems
Coordinates all areas of administration pertaining to the effective and efficient administration and operation of the Team Manager
Employs appropriate communication skills when interacting with other staff
Follows procedures for reporting hazardous conditions, equipment and incidents
Ensures privacy is maintained in accordance with relevant regulations
Communicates regularly with the Team Manager of the Diabetes Wellness Program
Types and distribute correspondence, minutes, letters and briefing notes as required
Maintains schedules and coordinates meetings
Maintains filing and organization of administrative paperwork i.e. briefing notes, financial reports, letters, manuals, etc.
Reviews all budgets, financial statements and reports in support of the delivery of services and programs of the Diabetes Wellness Program
Reviews accounts payable, general disbursements for staff, develops and maintains documentation for respective funding agencies
Manages orders for supplies and equipment
Tracks materials, supplies and equipment orders pending and completed
Maintains and ensures orders for clinical supplies are completed monthly
Maintains and ensures orders for office supplies are completed monthly
Ensures orders are completed in a timely fashion and works with Administrative Assistant to maintain records of accounts
Assists in opening and maintaining accounts with suppliers
Performs other job related duties as may reasonably be required by the Clinical Supervisor of the Diabetes Wellness Program.
Provides support to the Six Nations Emergency Measures Plan by ensuring awareness of the Emergency Measures Plan and assistance as instructed by the Director of Health Services.