Administrative Secretary

QUALIFICATIONS

• Grade 12 education (Manitoba Standards)
• Certificate in Business Office Administration course or equivalent education
• One (1) year related experience
• Other combination of education and experience may be considered
• Demonstrated knowledge of medical terminology
• Demonstrated competency in using current office technology and equipment
• Province of Manitoba Class 5 Drivers Licence, or equivalent from province of residence, and access to a personal vehicle to provide service within Prairie Mountain Health
• Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology
• Demonstrated organizational skills, and the 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 of 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 co-workers, clients and within interdisciplinary team
  

POSITION SUMMARY:

The Administrative Secretary 2 will provide clerical and administrative support functions for all of the staff and clients who receive services from the program that they support. The Administrative Secretary 2 functions as an integral part of the Health Care Team and performs all duties in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health.

RESPONSIBILITIES:

Overview:

• Provides secretarial support services to a multi-disciplinary team of health care professionals as well as represent the program to outside agencies.

• Sensitive toward the needs of the consumer is essential by ensuring clients are received and provided service with courtesy, respect, privacy, and efficiency.

• Provides clerical support to the program staff and Managers by performing any or all of the following duties:
  
  • Provides reception duties including directing incoming calls
  • Responsible for client appointment scheduling, cancelling, reminders and documentation as per program requirements
  • Uses appropriate electronic record programs appropriate for task
  • Organizes and maintains filing systems by program requirements
  • Ensures incoming and outgoing mail is prepared and distributed for all program staff and managers as required
  • Prepares reports and data and distributes as necessary
  • Assists with booking meeting space and preparations, and book equipment needs as required.
  • Provides support for meeting minutes: taking, processing and distributing as required.
  • Provides Telehealth service support as required
  • Maintains and orders specific program forms and offices supplies
  • Archives information as per policy
  • Provides clerical support for photocopying, collating and distribution of materials
  • Processes documents such as minutes, letters, memos, reports, forms and agendas as directed
  • Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation.

• Takes the lead in arranging for equipment ordering and repair as required.

• Accept sorders, receives, completes and tracks requests made to the program.

• Maintains inventories and supplies in coordination with Materials Management.

• Ensures that the program entry area presents in a welcoming, professional organized manner.

• Provides the necessary database development and data entry support to program.

• Manages petty cash, billings, process payments, balance and reconcile as required.

• Provides support, assistance with orientation, and backup to other Administrative Secretaries as required.

• Provides administrative support to other departments as requested.

• Enters and maintains payroll schedules for program staff and Managers as required.

• Manages assigned workload ensuring prioritization and organization to meet the demands of the programs and services.

• Reports urgent matters to appropriate Manager or Director immediately.

• Other duties as assigned.

JOB INFORMATIONs

Close Date:
Apr 17, 2024 4:00 PM
EFT Employment Status:
Casual
Anticipated Shift
Days
Anticipated shift length:
7.75 hour shifts
Wage Rate:
As per collective agreement
Department:
Primary Health Care
Site:
Regional Programs
Additional Sites:
7th Street Health Access Centre
Location / Home Base:
Brandon
HR Posting Number:
PMHCS241617
Posting Date:
Apr 10, 2024