Administrative Assistant

Qualifications

• Grade 12 education (MB Standards)
• Graduate and/or certification from a recognized Business Administration Program
• Three (3) years equivalent full-time experience in the last five years in an administrative, financial or relevant health related discipline
• Other combinations of education and experience may be considered
• Province of Manitoba Class 5 Drivers License and access to a personal vehicle to provide service within the Prairie Mountain Health.
• Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology
• Demonstrated leadership and supervisory ability
• Demonstrated ability in maintaining effective interpersonal working relationships required
• Demonstrated critical thinking skills required
• Demonstrated sound organizational skills, and the ability to work independently
• Demonstrated written and oral communication skills
• Demonstrated professional and personal commitment for professional development, lifelong learning and continuing education
• Ability to prioritize in a changing environment
• Ability to respect and promote a culturally diverse population
• Ability to respect and promote confidentiality
• Ability to perform the duties of the position on a regular basis

Position Summary

Under the general supervision of and responsible to the Director/Regional Manager/Manager; the Administrative Assistant is committed to the vision, mission, values and strategic priorities of Prairie Mountain Health functioning within the facility /program of their position. Within their delegated authority, the Administrative Assistant is responsible for decision-making, supervision and management of a work unit, performing diverse and routine to complex administrative work that may involve supervision of staff. The Administrative Assistant participates with an interdisciplinary team within the program(s) portfolio and regional team structure. The Administrative Assistant functions in a confidential labour relations capacity in matters relating to labour relations.

Responsibilities

Overview

Administrative Support

• Manages Director/Regional Manager/Manager schedule; makes travel arrangements; monitors e-mails redirecting or responding as appropriate.
• Attends meetings, documents minutes of meetings and follows-up, as required.
• Maintains employee personnel files, if applicable; acts as a contact for employee questions; prepares letters of offer; completes appropriate documentation for benefit plans/LOA’s; ensures appropriate authorization for absences or schedule adjustments and records electronically or forwards documentation to scheduling.
• Develops and maintains central filing system for Director/Regional Manager/Manager, including management of records retention according to regional policies.

Reception

• Responds directly, redirects or brings to the attention of others, telephone and personal enquiries/complaints from programs and departments, community groups, agencies and citizens.
• Responds tactfully, screens and refers appropriately

Supervises/Manages staff

• Orientates, trains and coaches staff.
• Provides directions to staff as necessary.
• Facilitates a positive work environment through supporting an empowered model of decision-making.
• Demonstrates knowledge of communication principles and communicates respectfully with all staff, both individually and as a group, to promote efficient/effective functioning.
• Acts as a resource for staff regarding software applications within the program.
• Contributes to change processes through effective role modeling, support and delegation.
• Assists with ensuring compliance with the Prairie Mountain Health policies, professional standards, ethical practice and other regulations or standards as appropriate.

Complaints Management

• Assesses complaint; and determines appropriate resolution.
• Follows-up and provides appropriate communication.
• Monitors and trends data.

Schedule Management

• Develops master rotations.
• Problem solves related to vacant shifts and position.
• Leads vacation planning, including conducting meetings with staff. Analytical Review
• Develops Business Case/SBAR including research, analysis and providing recommendations.
• Monitors, analyzes and reports trends in concerns and complaints.
• Assists with planning, implementation and evaluation of new programs.

Conflict Resolution –

Program/Department and Interdepartmental

• Resolves complex issues within established policies and procedures and areas of expertise.

Financial and Capital Budget and Variance Reporting Management

• Prepares of budget documentation.
• Monitors financial accounts and monthly financial statements.
• Processes financial transactions
• Assists /leads the variance analysis and forecasting process for the program and submits the required reports to the Finance department.
• Prepares documentation for capital acquisition process including researching products and pricing, in consultation with Materiel’s Management as required.
• Approves spending within delegated authority and may include interaction with vendors.
• Ensures monthly statistical and management reports are completed and distributed as appropriate.

Human Resources Management

• In consultation with Human Resources, interprets Collective Agreement, including Doctors Manitoba, if applicable.
• Participate in staff recruitment efforts and processes.
• Performance Management; Attendance Management; Ability Assistance.

Other

• Contributes to a healthy environment through Respectful Workplace Wellness initiatives/presentations etc.
• Participates as a member of the health care team.
• Adheres to established policies and procedures.
• Carries out activities in a self-directed, responsible manner, which reflects legal ethical and practice standards.
• Completes special projects as may be assigned by the respective Director/Manager.
• Other duties as assigned.