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 served by the Centre for Adult Psychiatry program. The position 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. It provides secretarial support to a multidisciplinary team of health care professionals and represents the program to outside agencies. The role requires sensitivity to consumers’ needs and ensures clients are received and served with courtesy, respect, privacy, and efficiency. The position supports program staff and managers through reception, appointment coordination, records and filing, correspondence, meeting support, report preparation, supply and inventory management, database and data-entry support, financial processing, payroll scheduling, and other administrative tasks. It also supports Telehealth services, equipment ordering and repairs, and other departments as requested. The assigned workload must be organized and prioritized to meet program and service demands, and urgent matters must be reported immediately to the appropriate Manager or Director. The position is based at Prairie Mountain Health – Brandon Regional Health Centre, in the Mental Health – Centre for Adult Psychiatry department in Brandon. It is a 1.0 FTE position with day shifts and 7.75 daily hours. Salary is as per the collective agreement. Employment is subject to criminal record checks, including the vulnerable sector check, and Adult Abuse Registry and Child Abuse Registry checks; the successful candidate is responsible for any service charges incurred.

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 in 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 facilitate 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 on a regular basis.
Ability to respect and promote a culturally diverse population.
Ability to work effectively and maintain positive working relationships with coworkers, clients, and members of an interdisciplinary team.
Successful candidate must complete a Criminal Records Check, including vulnerable sector, an Adult Abuse Registry Check, and a Child Abuse Registry Check; the candidate is responsible for associated service charges.

Responsibilities

Provide reception services, including directing incoming calls.
Schedule, cancel, and remind clients of appointments, and maintain related documentation according to program requirements.
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.
Assist with booking meeting space, meeting preparations, and equipment needs.
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 mail, email, photocopying, faxing, and telephone communication functions 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 accounts as required.
Provide support and assistance with orientation 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 and prioritize assigned workload to meet program and service demands.
Report urgent matters immediately to the appropriate Manager or Director.
Perform other duties as assigned.