Job Description

Requisition ID: 322040

Position Number: 21000225

Posting End Date: Open until filled

City: Winnipeg

Site: Shared Health

Work Location: Health Sciences Centre

Department / Unit: SH HRSS OESH Administration

Job Stream: Non-Clinical

Union: SH Exempt-OT

Anticipated Start Date - End Date: ASAP - 09/14/2023

Reason for Term: Maternity Leave

FTE: 1.00

Anticipated Shift: Days

Daily Hours Worked: 7.50

Annual Base Hours: 1950

Salary commensurate with education and qualifications.

Shared Health leads the planning and coordinates the integration of patient-centred 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

• Types, formats and proofreads a variety of material including: correspondence, minutes, agendas, manuscripts, policies, procedures, etc. from hand written notes, dictaphone or rough draft.
• Composes routine correspondence as directed.
• Designs templates, spreadsheets and form letters.
• Assists with preparation of presentations in a variety of formats (Powerpoint, overhead slides, handouts).
• Develops, maintains and updates a variety of databases. This includes data collection and entry, assisting with analysis and organization of information, and assisting with preparation of reports.
• Receives telephone calls and relays messages as appropriate, greeting & assisting personal callers and answering routine inquiries. Handles difficult staff, clients and/or their families in a calm & diplomatic manner. Independently responds to regional inquiries dealing with operations and various corporate procedures.
• Maintain supervisor's calendar of commitments and ensures that all pertinent material/information is available and organized.
• Arranges, books and confirms meetings, special events and appointments; books rooms, distributes invitations, arranges speaker accommodations, food/refreshments and equipment.
• Prepares notices of regular standing meetings, agendas, minutes and relevant background information and distributes in a timely manner. Attends meetings to record minutes and follows-up on items resulting from the meetings.
• Develops, maintains and revises office filing system.
• Opens, sorts, logs, prioritizes and distributes incoming mail and other material and coordinates the flow of information. Provides liaison between supervisor and staff.
• Assembles, photocopies, collates, indexes, distributes, faxes and e-mails a variety of material as required.
• Arranges travel schedules and books accommodations, appointments, meeting rooms, etc. Completes expense account information and submits invoices where applicable.
• May be required to monitor office supplies, order and maintain inventory of same and organize and maintain a purchasing record system.
• May be required to assist with literature searches upon request using a library service and maintaining a central computer database of articles and reports on hand.
• Maintains absolute confidentiality of all client and job related matters.
• Provides back up assistance to other administrative staff.
• May be required to perform other duties and functions as assigned.

Experience

• Two years directly related experience.
• Experience with e-mail and computerized calendars.
• Experience scheduling and coordinating meetings.
• Previous health care experience would be an asset.

Education (Degree/Diploma/Certificate)

• Completion of a high school or equivalent program of studies; formal training in applied office skills is preferred.

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

• Proficiency with computerized systems (Microsoft Word, Access, PowerPoint and Excel) is essential.
• Typing Speed 50 wpm
• Ability to record and prepare minutes and agendas
• Excellent communication skills, verbally and in writing.
• Ability to prioritize a large workload and independently complete a variety of secretarial duties
• Ability to work in a fast paced environment and work effectively under pressure to meet deadlines.
• Demonstrated problem-solving skills.
• Demonstrated ability to effectively contribute to a team environment.
• Ability to maintain a high level of confidentiality.

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.