Job Description

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Summary

Reporting to a member of the Senior Leadership Team (SLT), performs a variety of senior level secretarial and administrative functions to support the efficient coordination of the office such as scheduling, organizing and attending committee/departmental/Board and Executive meetings to record minutes, scheduling appointments, screening, prioritizing, processing and responding to incoming and outgoing correspondence, telephone calls/messages and acts on requests/inquiries of the office consistent with the Mission, Vision, Values and Stategic Directions of Providence Health Care (PHC). The position interfaces with external agencies and senior representatives from both the public and private sector to support the SLT member and the team as a whole and may provide work direction and senior administrative leadership to secretarial support positions.

Qualifications / Skills and Education

Education
Grade 12. Completion of a recognized secretarial program, with additional courses such as: business training, communications, and people skills. Five years recent senior level secretarial experience, or an equivalent combination of education and experience.

Skills and Abilities
Ability to keyboard at 60 WPM.
Ability to communicate effectively both verbally and in writing
Ability to handle confidential information
Ability to co-ordinate complex meetings with internal and external contacts.
Ability to demonstrate effective interpersonal skills
Ability to organize and prioritize workload
Ability to work in a team environment and with minimal supervision
Intermediate to advanced skills using a variety of computerized software packages such Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint, Outlook), related databases and ability to navigate the internet efficiently. Knowledge and use of MS Visio and web publishing software would be an asset.

Duties and Responsibilities

Maintains appointment calendars and time commitments for the SLT member by performing duties such as receiving requests for appointments and/or information regarding meetings, determining the urgency of request, scheduling appointments and meetings, coordinating and altering schedules as deemed necessary and liaising with designated personnel internally and externally as required. Books rooms, notifies participants and circulates appointment schedules to attendees.

Screens, triages and responds/acts upon requests and inquires of the office. Greets and directs visitors, answers in person or telephone inquiries, and receives and relays messages and couriers. Screens, determines urgency and prioritizes issues and items for the attention of the SLT member or team staff as designated; processes incoming and outgoing mail.

Produces a variety of technical, non-technical and confidential materials such as business proposals, reports, presentation materials, memorandums, formal correspondences, and staff notices either from dictation, handwritten draft, email request or verbal request utilizing word processing, spreadsheet and graphic software; investigates, gathers and compiles information on issues and drafts correspondence and/or reports.

Schedules and organizes meetings and seminars by booking meeting rooms, inviting and confirming attendance of guests, arranging necessary printing, drafting and distributing handouts, agendas, and minutes. Arranges provision of any necessary equipment such as flipcharts, overhead projector, microphones as well as catering needs; attends and records proceeding or participates in presenting information.

Performs clerical duties such as faxing, photocopying, setting up and maintaining a variety of departmental and individual files and records; maintains a bring forward system.

Participates in a variety of special projects that may be on-going or time limited focus by performing a variety of project specific functions such as researching information, coordinating activities/initiatives and compiling analytical data.

Vaccination Flag

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.

Providence Health Care