Job Description

Requisition ID: 359669
Position Number: 20065603
Posting End Date: June 06, 2024
City: Winnipeg
Employer: Shared Health
Site: MATC - 120 Tecumseh Street
Department / Unit: Child and Youth Treatment Services- MATC
Job Stream: Non-Clinical
Union: Non Union
Anticipated Start Date: ASAP
FTE: 1.00
Anticipated Shift: Days
Work Arrangement: Hybrid
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
Under the general supervision of the Director, and working within a team environment, the incumbent is responsible for effective and efficient administrative support to the Director and Medical Director of CY Treatment Services. Main functions include providing comprehensive confidential support to the Directors, liaising with and maintaining close working relationships with the CY leadership Team and others who directly report to the Directors; monitoring, implementing and supporting administrative system alignment across the CY service areas and sites. * Organizes and prioritizes independently, the administrative activities for the Directors and ensures that all work is completed within established timeframes.

• Types, formats and proofreads a variety of material including: correspondence, minutes, agendas, manuscripts, policies, procedures, templates and form letters.
• Assists the Directors with the ongoing monitoring and analysis of operating budgets and expenditures and prepares ad hoc financial reports as requested.
• Coordinates/Initiates all onboarding for new staff related to orientation, ensures system accounts and other access requirements; and coordinates all activities required for finalizing staff terminations
• Coordinates administrative functions across CY service areas.
• Takes initiative to handle matters and solve administrative problems not requiring the direct personal attention of the supervisor(s).
• Develops, maintains and updates a variety of databases including: data collection and entry, assisting with analysis and organization of information and assisting with preparation of reports.
• Performs payroll functions and monitors position control information including verifying information from ESFs, budget transfers, and following up on problems/discrepancies as required.
• Supports physician functions in liaising with Physician Affairs Office on behalf of Medical Director
• May provide direction to junior employees (permanent or casual) within the portfolio which includes workload delegation, on-the-job training, monitoring of workload, ensuring deadlines are met and procedures are followed and contributing to performance appraisals of junior employees by providing feedback to the supervisor.

Experience

• Five years directly related experience required.
• Experience scheduling and coordinating meetings required.
• Demonstrated ability to provide direction to junior employees which may include workload delegation, on-the-job training and ensuring established deadlines are met.
• Ability to compose correspondence on behalf of senior Directors/Managers.
• Experience recording and preparing minutes and agendas.
• Experience maintaining spreadsheets and databases.
• Experience and working knowledge of a range of SAP functions preferred
• Previous healthcare experience preferred.

Education (Degree/Diploma/Certificate)

• Complete high school education Manitoba standards, required.
• Formal training in applied office skills is required.
• A combination of education and experience may be considered.

Certification/Licensure/Registration
Not applicable
Qualifications and Skills

• Typing speed 65 wpm.
• Proficiency with computerized systems (Microsoft Office Word, Excel, Access, and PowerPoint) required.
• Experience with email and computerized calendars.
• Excellent communication skills, verbally and in writing.
• Ability to prioritize a large workload and independently complete a variety of administrative duties.
• Ability to work in a fast-paced environment and work effectively under pressure to meet deadlines.
• Demonstrated problem-solving skills.

Physical Requirements

• Required to work for long periods of time at a 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.