Administrative Secretary 2

Winnipeg Regional Health Authority•Brandon, FL

About The Position

The Administrative Secretary 2 provides clerical and administrative support to staff and clients receiving services from the Public Health 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. It provides secretarial support to a multidisciplinary team of health care professionals and represents the program to outside agencies. The position requires sensitivity to clients’ needs and ensures they are received and provided service with courtesy, respect, privacy, and efficiency. The position provides reception, scheduling, records, communications, meeting, reporting, supply, database, financial, payroll, and other administrative support. It manages assigned workload and priorities, reports urgent matters to the appropriate Manager or Director, and performs other duties as assigned. The position is subject to Criminal Records, Adult Abuse Registry, and Child Abuse Registry checks; the successful candidate is responsible for any associated service charges.

Requirements

Grade 12 education meeting 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 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 the interdisciplinary team.
Successful candidate must complete Criminal Records Check (including vulnerable sector), Adult Abuse Registry Check, and 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 document these activities as required by 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 and preparing meetings, and book equipment as required.
Take, process, and distribute meeting minutes as required.
Provide Telehealth service support as required.
Maintain and order program-specific forms and office supplies.
Archive information according to policy.
Provide photocopying, collating, and distribution of materials.
Process minutes, letters, memos, reports, forms, and agendas as directed.
Perform mail, email, photocopying, faxing, and telephone communication functions as required and 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 assigned workload, prioritizing and organizing tasks to meet program and service demands.
Report urgent matters immediately to the appropriate Manager or Director.
Perform other duties as assigned.