Providence Health Care
Reporting to the Executive Director/Director/Operations Leader/Manager/Leader or designate, the Administrative Assistant performs a variety of confidential administrative and secretarial support functions and coordinates daily office activities for operational or corporate area(s). Uses a variety of software applications to produce reports, maintain databases and develop presentation materials. Schedules and coordinates meetings, distributes agendas, takes minutes and follows up as necessary. Processes and disseminates information including confidential medical-legal, labor relations, and disciplinary correspondence. Responds to inquiries from internal and external sources as appropriate. Supports the preparation of financial and statistical documentation. Performs clerical duties such as processing mail, filing, faxing and answering inquiries by phone or email. Works with other administrative and clerical staff to ensure coverage in designated areas and/or to assist with priority projects.
Qualifications / Skills and Education
High School Diploma, completion of a recognized secretarial program and three (3) to five (5) years recent, related experience supporting management staff, or equivalent combination of education, training and experience.
Skills and Abilities
Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
Ability to manage multiple complex and competing priorities.
Ability to develop, interpret, apply and communicate administrative policies, procedures and practices.
Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
Ability to communicate effectively both verbally and in writing.
Ability to work with minimal supervision.
Ability to keyboard at 50 WPM.
Ability to handle confidential information with tact and discretion.
Ability to problem-solve and develop solutions.
Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
Demonstrated ability to work effectively, both independently and as part of a team.
Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Excel, Access, PowerPoint, Outlook), related databases and Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
Ability to use related equipment.
Physical ability to perform the duties of the position.
Duties and Responsibilities
Utilizes word processing, spreadsheet and graphic software to produce a variety of reports, correspondence, brochures/pamphlets/notices, rosters/schedules and presentation materials for meetings and seminars. Develops and maintains spreadsheet and database software to record, retrieve, analyze and display data. Utilizes business diagram software to prepare flow charts, project plans, organizational charts and other material.
Schedules, prioritizes and organizes meetings and seminars in collaboration with Executive Director/Director/Operation Leader/Manager/Leader or designate. Considers nature of request and resolves time conflicts. Invites and confirms attendance of guests, assists with room bookings and set up, arranges for necessary equipment, supplies and catering; prepares and distributes agendas, attends and records proceedings which may include topics of a confidential or sensitive nature and takes follow up action as required.
Makes travel arrangements and reservations including confirming dates, contacting travel agents and obtaining cost and billing information, verifying and forwarding itineraries.
Handles day-to-day correspondence including processing confidential mail and email, files, photocopies and faxes. Identifies, prioritizes and takes follow up action on items by responding to verbal and written communication and liaising internally and externally to respond to, share information, clarify details, and ensure follow up by personnel on emergent issues in accordance with established practice/procedures or forwards to appropriate leader.
Supports Executive Director/Director/Operations Leader/Manager/Leader or designate by maintaining and tracking various personnel transactions and records and completed documentation related to recruitment, selection, and performance management, confidentiality issues and/or workplace health and safety activities. Follows up with departments such as Human Resources, Finance, Patient Relations and Risk Management as required. Assists with setting up and coordinating of interviews of candidates for position vacancies. Assists with items such as new hire/staff/student orientation, identification documents and computer set up requirements as needed.
Attends a variety of committee and departmental meetings to provide secretarial support and/or provide information including typing and circulating agendas, recording proceedings, transcribing minutes and reports and taking follow up action as required.
Performs a variety of receptionist/clerical duties such as greeting and directing visitors, answering general inquiries, answering the telephone, receiving and relaying messages, and forwarding public inquiries/concerns appropriately.
Updates and maintains filing systems, both electronic and hard copy to ensure access and timely retrieval of information.
Supports project teams, and if required, prepares financial and statistical reports and/or supporting documents/research materials. Assists Executive Director/Director/Operations Leader/Manager/Leader or designate with compilation and preparing of budget related documentation.
Maintains equipment and office supplies according to department needs and budget, by identifying depleting items, completing internal or external requisitions, checking and verifying receipt of items as ordered. Contacts maintenance and building management in response to issues (e.g, repairs, security access) as required.
Assists the minor capital renovation process by liaising with planning and redevelopment leaders and preparing specific documentation.
May be required to maintain and update various Internet/Intranet pages or assist with graphic/audio presentations by methods such as coordinating contributions to the site, using designated software and/or existing packaged website software, inputting data, editing text, maintaining and adding/changing links and uploading documents.
May be required to assist with the scheduling/placement of students by performing duties such as liaising with academic institutions, students and program areas to coordinate placement, answer inquiries and process documentation.
Processes cheque requests and invoices for expenditures, collects and deposits funds and maintains banking records and reports as needed.
Produces and edits timekeeping records and submits to payroll if required; liaises with payroll re employee inquiries and makes adjustments as required.
Works collaboratively with other support staff and provides coverage as needed.
Performs other related duties as assigned.
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.