Job Description

The Department of Health and Wellness is committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as well as people regardless of their sexual orientation, gender identities, and gender expressions. Those looking for more information are invited to visit our Equity, Diversity, and Inclusion Policy.


This position provides senior administrative and secretarial support to the Executive Director (ED) of Community Health and Pharmacy and Director of Seniors Health. This position is responsible to ensure the efficient and effective operation of the administrative functions of the Executive Director position and the Director of Seniors Health. This position establishes and maintains positive working relations both internally and externally and is routinely responsible for managing and protecting highly sensitive information.

Duties included but not limited to:

Screen and review incoming mail (including electronic mail), correspondence, reports, and other literature for pertinent dates and relevant information of interest to the ED, Directors, and/or staff. Receive all visitors and incoming calls to the ED and Director and redirect them to the appropriate channels. Assist the ED and Director with personal time management by maintaining electronic calendars, scheduling meetings and appointments, protecting time for office duties, and resolving scheduling conflicts. Coordinate meeting logistics: schedule meetings & conference calls, book meeting rooms or virtual meeting space, disseminate meeting materials, send reminders to meeting participants, confirm attendance, set up A/V equipment, arrange catering, etc. Attend meetings, as well as prepare and disseminate records of decision / minutes, and follow-up on applicable action items. Draft, edit, and format memos, letters, and other correspondence from verbal or written instructions. Prepare and handle correspondence, reports, memoranda, and other documentation, including confidential topics from various sources such as government offices, NGOs, Health PEI and internal departments. Coordinating all travel and accommodation arrangements for the Directors and preparing and submitting travel claims. Prepare, process and maintain appropriate records for payments and purchases of goods for the section (ie. Invoices, purchase orders, central storage, special purchases, employee reimbursements, etc.) Manage an inventory of office supplies, equipment, and printed resource materials and obtain and replenish supplies as required from the appropriate sources. Liaise with Creative Services regarding production of reports, brochures, and public information. Prepare and issue Printing Requisitions to Document Publishing. Coordinate effective flow of communication and information within the division and with other departments and stakeholders. Maintain a filing system and ensure proper storage of hard copy and electronic files in accordance with Records Information Management (RIM) guidelines. Maintain and operate office equipment (e.g., computers, printers, fax, photocopiers) and instruct others in their use. Provide relief for other administrative support positions as required. Handle special projects as assigned by the ED and Director. Perform other duties as required.

Minimum Qualifications:

Successful completion of a recognized secretarial program/Office studies course. University degree would be an asset. Extensive secretarial experience and considerable experience at a senior level. Demonstrated equivalency will be considered. Excellent communication and interpersonal skills. Working knowledge of Microsoft Office suite (Word, Excel, and PowerPoint) & Outlook 365, Microsoft teams, Oracle, internet browsers. Excellent organizational skills and the ability to work independently without close supervision. A high degree of proficiency in English correspondence (editing and composing correspondence). Effective organizational, time management, interpersonal and communication skills. An ability to multi-task and work independently under a demanding workload. Exceptional attention to detail. Excellent attendance and work record.

Please Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted.

Where possible, submitting an electronic resume or job application is preferred. Otherwise, please return forms to PEI Public Service Commission, P.O. Box 2000, Charlottetown, Prince Edward Island, C1A 7N8. Applications may be sent by fax to (902) 368-4383.

IT IS THE RESPONSIBILITY OF THE APPLICANT TO CONFIRM RECEIPT OF THE APPLICATION, BY TELEPHONE OR IN PERSON PRIOR TO THE CLOSING DATE.

Please ensure that the appropriate Posting ID number is stated on all application forms. You can apply online or obtain an application form by visiting our web site at

www.jobspei.ca

. Forms may also be obtained by contacting any PEI Government office, ACCESS PEI Centre, Regional Services Centre, or by telephone (902) 368-4080.

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