Secretary 2 - IP & C

Winnipeg Regional Health Authority•Winnipeg, MB

2d•Onsite

About The Position

Grow your career in the Winnipeg Health Region! Our team provides a spectrum of health care services through an integrated network of sites, services and organizations. We’re united by a shared commitment to excellent and equitable health care. Position Overview Main functions (in order of importance): Provides clerical support to Infection Prevention and Control (IP & C) staff as directed. Types, formats and proofreads a variety of material including: correspondence, minutes, agendas, manuscripts, policies, procedures, etc., from hand written notes, or rough draft. Composes routine correspondence as directed. Collaborates with Infection Control Professional(s) regarding the design, changes and edits of templates, spreadsheets, form letters, and other varied documents and databases. Assists with preparation of presentations in a variety of formats (e.g., PowerPoint, handouts). Develops, maintains and updates a variety of databases (e.g., Healthcare associated infections such as antibiotic resistant organisms [ARO] and surgical site infections). This includes data collection and entry, assisting with analysis and organization of information, and assisting with preparation of reports. Implements and maintains various audit databases (e.g., hand hygiene, equipment cleaning). Assists with organization and preparation of information for reports. Receives telephone calls and relays messages as appropriate, greeting & assisting personal callers and answering routine inquiries. Handles difficult staff, clients and/or their families in a calm & diplomatic manner. Independently responds to regional inquiries dealing with operations and various corporate procedures. Maintains IP&C staff calendars of commitments and ensures that all pertinent material/information is available and organized. Develops, maintains and revises electronic and paper filing systems as well as a variety of documents, presentations and databases. Arranges, books and confirms meetings, special events and appointments; books rooms, distributes invitations, arranges speaker accommodations, food/refreshments and equipment. Prepares notices of regular standing meetings, agendas, minutes and relevant background information and distributes in a timely manner. Attends meetings to record minutes and follows-up on items resulting from the meetings. Develops, maintains and revises office filing system. Opens, sorts, logs, prioritizes and distributes incoming mail and other material and coordinates the flow of information. Provides liaison between supervisor and staff. Assembles, photocopies, collates, indexes, distributes, faxes and e-mails a variety of material as required. Arranges travel schedules and books accommodations, appointments, meeting rooms, etc. Completes expense account information and submits invoices where applicable. Monitors office supplies, orders and maintains inventory of same and organizes and maintains a purchasing record system. Assists with literature searches upon request using a library service and maintains a central computer database of articles and reports. Maintains absolute confidentiality of all client and job-related matters. Provides cross coverage for other Infection Prevention and Control administrative staff. Proposes novel solutions to facilitate clerical efficiency within the WRHA IP & C Program, as applicable. Updates website information regarding events/education materials of the WRHA IP & C Program. Adheres to all safety and health regulations and safe work practices. May be required to perform other duties and functions related to this job description not exceeding above stated skills and capabilities.

Requirements

Two years directly related experience.
Experience with e-mail and computerized calendars.
Experience scheduling and coordinating meetings.
Successful completion of a high school or equivalent program of studies required.
Successful completion of a recognized secretarial training/applied office skills program required.
Proficiency with computerized systems (Microsoft Word, Access, PowerPoint and Excel) is essential.
Typing speed 50 wpm.
Ability to record and prepare minutes and agendas.
Excellent communication skills, verbally and in writing.
Ability to prioritize a large workload and independently complete a variety of secretarial duties.
Ability to work in a fast-paced environment and work effectively under pressure to meet deadlines.
Demonstrated problem-solving skills.
Demonstrated ability to effectively contribute to a team environment.
Ability to maintain a high level of confidentiality.

Nice To Haves

Previous health care experience would be an asset.
A combination of education and experience may be considered.

Responsibilities

Provides clerical support to Infection Prevention and Control (IP & C) staff as directed.
Types, formats and proofreads a variety of material including: correspondence, minutes, agendas, manuscripts, policies, procedures, etc., from hand written notes, or rough draft.
Composes routine correspondence as directed.
Collaborates with Infection Control Professional(s) regarding the design, changes and edits of templates, spreadsheets, form letters, and other varied documents and databases.
Assists with preparation of presentations in a variety of formats (e.g., PowerPoint, handouts).
Develops, maintains and updates a variety of databases (e.g., Healthcare associated infections such as antibiotic resistant organisms [ARO] and surgical site infections). This includes data collection and entry, assisting with analysis and organization of information, and assisting with preparation of reports.
Implements and maintains various audit databases (e.g., hand hygiene, equipment cleaning).
Assists with organization and preparation of information for reports.
Receives telephone calls and relays messages as appropriate, greeting & assisting personal callers and answering routine inquiries.
Handles difficult staff, clients and/or their families in a calm & diplomatic manner.
Independently responds to regional inquiries dealing with operations and various corporate procedures.
Maintains IP&C staff calendars of commitments and ensures that all pertinent material/information is available and organized.
Develops, maintains and revises electronic and paper filing systems as well as a variety of documents, presentations and databases.
Arranges, books and confirms meetings, special events and appointments; books rooms, distributes invitations, arranges speaker accommodations, food/refreshments and equipment.
Prepares notices of regular standing meetings, agendas, minutes and relevant background information and distributes in a timely manner. Attends meetings to record minutes and follows-up on items resulting from the meetings.
Develops, maintains and revises office filing system.
Opens, sorts, logs, prioritizes and distributes incoming mail and other material and coordinates the flow of information. Provides liaison between supervisor and staff.
Assembles, photocopies, collates, indexes, distributes, faxes and e-mails a variety of material as required.
Arranges travel schedules and books accommodations, appointments, meeting rooms, etc.
Completes expense account information and submits invoices where applicable.
Monitors office supplies, orders and maintains inventory of same and organizes and maintains a purchasing record system.
Assists with literature searches upon request using a library service and maintains a central computer database of articles and reports.
Maintains absolute confidentiality of all client and job-related matters.
Provides cross coverage for other Infection Prevention and Control administrative staff.
Proposes novel solutions to facilitate clerical efficiency within the WRHA IP & C Program, as applicable.
Updates website information regarding events/education materials of the WRHA IP & C Program.
Adheres to all safety and health regulations and safe work practices.
May be required to perform other duties and functions related to this job description not exceeding above stated skills and capabilities.