Job Description

Requisition ID: 353636

Position Number: 20040873

Posting End Date: February 12, 2024

City: Winnipeg

Employer: Shared Health

Site: Health Sciences Centre

Department / Unit: Surgical Processes OR/MDR

Job Stream: Non-Clinical

Union: Non Union

Anticipated Start Date: ASAP

FTE: 1.00

Anticipated Shift: Days

Daily Hours Worked: 7.50

Annual Base Hours: 1950

Shared Health leads the planning and coordinates the integration of patient- centered clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.

Position Overview

The incumbent is responsible for the effective, efficient provision of administrative and secretarial support to the Director of Patient Services - Surgery and Surgical Program Team, Surgical Unit Managers, Operating Room, Pre-Admission Clinic and Enterostomal Therapy. Responsible for planning, distributing and supervising day-to-day workload for secretarial/clerical staff. Coordinates office procedure work flow, requiring high degree of decision-making and judgement. Duties include:

• Acting as personal secretary to the Director of Patient Services, arranging and scheduling appointments and meetings, scrutinizing incoming correspondence, minutes, reports, email, etc., handling material which does not require the Director\'s attention, responding to routine correspondence in writing or by telephone, and prioritizing the remaining material for the attention of the Director.
• Administrative coordination of activities for the Adult Surgery Program Team.
• Liaising with Managers and other Department Heads including Committee Chairpersons to facilitate the effective operation of the Department. Prepares agenda and may take minutes for departmental and interdisciplinary committees.
• Preparing a variety of correspondence, reports, minutes, etc. on the computer from Dictaphone or rough draft.
• Compiling information/statistics from source documents as directed and designing and formatting computer spreadsheets/screens for reporting of information.
• Receiving and screening incoming calls for the Director of Patient Services, taking and relaying messages, answering inquiries, etc.
• Payroll activities as necessary.
• Assisting in training new clerical/secretarial staff and offering assistance and guidance as required.
• In collaboration with the appropriate manager, completing annual performance appraisals of secretarial staff and initiating progressive discipline as required.
• Assisting with preparation and monitoring of capital and operating budgets.
• Assisting with preparation and monitoring of annual QA report.
• In collaboration with the appropriate manager, interviewing and hiring for secretarial positions.
• Responsible for the maintenance of confidential files and information of the Director.
• Miscellaneous administrative and secretarial duties as assigned by the Director of Patient Services.

Experience

• Minimum three years previous related experience in health care setting, preferably at a senior level.
• Excellent interpersonal skills required.
• Must have excellent English communication skills, both oral and written.

Education (Degree/Diploma/Certificate)

• Complete high school education, Manitoba standards, required.
• Successful completion of a recognized two-year secretarial training program required.
• Additional training in supervision, administration or management required.

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

• Preference will be given to those applicants competent in an Indigenous language and/or knowledge in Indigenous customs, traditions and values.
• Typing 80 wpm, word processing, medical terminology, Dictaphone and knowledge of personal computers and spreadsheet software required.

Physical Requirements

• Continuous use of personal computer.

We have a unique ability to work together to make health care better. If you want to make a difference and contribute to supporting the health of your family, friends and neighbours, please apply today.

Interested candidates should select the "Apply" icon below to upload their cover letter, resume and copy of licenses/certification.

This position requires a current satisfactory Criminal Records Check (including Vulnerable Sector Search), Child Abuse Registry Check and Adult Abuse Registry Check as conditions of employment. The successful candidate will be responsible for any service charges incurred. A security check is considered current if it was obtained no more than six (6) months prior to the start of employment.

Please note that an employee is not permitted to hold two or more positions in Shared Health that combine to equal more than 1.0 FTE.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.

We welcome applications from people with disabilities. Accommodations are available upon request during the assessment and selection process.

Winnipeg Regional Health Authority