Administrative Secretary 2

Winnipeg Regional Health Authority • Brandon, FL

1d • Onsite

About The Position

The Administrative Secretary 2 provides clerical and administrative support to staff and clients receiving services from the Primary Health Care Program. The role is an integral part of the health care team and performs duties in accordance with Prairie Mountain Health’s mission, vision, values, policies, and procedures. The position provides secretarial support to a multidisciplinary team of health care professionals and represents the program to outside agencies. It requires sensitivity to clients’ needs and ensuring they are received and served with courtesy, respect, privacy, and efficiency.

The position is an indefinite-term role at 0.80 FTE, with day and evening shifts and 7.75 hours worked daily. The term may expire with 24 hours’ notice if the current incumbent returns. The anticipated start date is to be determined.

Requirements

• Grade 12 education (Manitoba Standards).
• Certificate in Business Office Administration or equivalent education.
• One year of related experience; another combination of education and experience may be considered.
• Demonstrated knowledge of medical terminology.
• Demonstrated competency using current office technology and equipment.
• Manitoba Class 5 driver’s licence, or equivalent from the province of residence, and access to a personal vehicle to provide service within Prairie Mountain Health.
• Proficiency with Microsoft Outlook, Word, Excel, Access, and PowerPoint, as well as Internet applications and other information technology.
• Demonstrated organizational skills and ability to work independently.
• Demonstrated problem-solving and decision-making skills.
• Demonstrated flexibility to accommodate changes in techniques and procedures in a changing environment.
• Demonstrated knowledge and competence in skills and concepts related to the position.
• Demonstrated communication skills.
• Ability to respect and promote confidentiality.
• Ability to perform the duties of the position regularly.
• Ability to respect and promote a culturally diverse population.
• Ability to work effectively and maintain positive working relationships with coworkers, clients, and an interdisciplinary team.
• Successful candidate must complete a Criminal Records Check, including vulnerable sector, Adult Abuse Registry Check, and Child Abuse Registry Check; the candidate is responsible for any service charges incurred.

Responsibilities

• Provide reception services, including directing incoming calls.
• Schedule, cancel, and remind clients about appointments, and document appointments as required by program procedures.
• Use appropriate electronic record programs for assigned tasks.
• Organize and maintain filing systems according to program requirements.
• Prepare and distribute incoming and outgoing mail for program staff and managers.
• Prepare and distribute reports and data as necessary.
• Book meeting space, arrange preparations, and book equipment as required.
• Take, process, and distribute meeting minutes as required.
• Provide Telehealth service support as required.
• Maintain and order program forms and office supplies.
• Archive information according to policy.
• Photocopy, collate, and distribute materials.
• Process minutes, letters, memos, reports, forms, and agendas as directed.
• Perform communication functions, including mail, email, photocopying, faxing, and telephone services, in accordance with PHIA legislation.
• Lead arrangements for equipment ordering and repair as required.
• Accept, receive, complete, and track requests made to the program.
• Maintain inventories and supplies in coordination with Materials Management.
• Ensure the program entry area is welcoming, professional, and organized.
• Provide database development and data-entry support to the program.
• Manage petty cash and billings; process payments; and balance and reconcile as required.
• Provide support, orientation assistance, and backup to other Administrative Secretaries as required.
• Provide administrative support to other departments as requested.
• Enter and maintain payroll schedules for program staff and managers as required.
• Manage assigned workload, prioritizing and organizing work to meet program and service demands.
• Report urgent matters to the appropriate Manager or Director immediately.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED