Administrative Assistant

• Manages Director/Regional Manager/Manager schedule; makes travel arrangements; monitors e-mails redirecting or responding as appropriate.

• Attends meetings, documents minutes of meetings and follows-up, as required.

• Maintains employee personnel files, if applicable; acts as a contact for employee questions; prepares letters of offer; completes appropriate documentation for benefit plans/LOA’s; ensures appropriate authorization for absences or schedule adjustments and records electronically or forwards documentation to scheduling.

• Develops and maintains central filing system for Director/Regional Manager/Manager, including management of records retention according to regional policies.
  
  Reception

• Responds directly, redirects or brings to the attention of others, telephone and personal enquiries/complaints from programs and departments, community groups, agencies and citizens.

• Responds tactfully, screens and refers appropriately

• Orientates, trains and coaches staff.

• Provides directions to staff as necessary.

• Facilitates a positive work environment through supporting an empowered model of decision-making.

• Demonstrates knowledge of communication principles and communicates respectfully with all staff, both individually and as a group, to promote efficient/effective functioning.

• Acts as a resource for staff regarding software applications within the program.

• Contributes to change processes through effective role modeling, support and delegation.

• Assists with ensuring compliance with the Prairie Mountain Health policies, professional standards, ethical practice and other regulations or standards as appropriate.
  
  Complaints Management

• Assesses complaint; and determines appropriate resolution.

• Follows-up and provides appropriate communication.

• Monitors and trends data.
  
  Schedule Management

• Develops master rotations.

• Problem solves related to vacant shifts and position.

• Leads vacation planning, including conducting meetings with staff.
  
  Analytical Review

• Develops Business Case/SBAR including research, analysis and providing recommendations.

• Monitors, analyzes and reports trends in concerns and complaints.

• Assists with planning, implementation and evaluation of new programs.
  
  Conflict Resolution – Program/Department and Interdepartmental

• Resolves complex issues within established policies and procedures and areas of expertise.
  
  Financial and Capital Budget and Variance Reporting Management

• Prepares of budget documentation.

• Monitors financial accounts and monthly financial statements.

• Processes financial transactions

• Assists /leads the variance analysis and forecasting process for the program and submits the required reports to the Finance department.

• Prepares documentation for capital acquisition process including researching products and pricing, in consultation with Materiel’s Management as required.

• Approves spending within delegated authority and may include interaction with vendors.

• Ensures monthly statistical and management reports are completed and distributed as appropriate.
  
  Human Resources Management

• In consultation with Human Resources, interprets Collective Agreement, including Doctors Manitoba, if applicable.

• Participate in staff recruitment efforts and processes.

• Performance Management; Attendance Management; Ability Assistance.
  
  Other

• Contributes to a healthy environment through Respectful Workplace Wellness initiatives/presentations etc.

• Participates as a member of the health care team.

• Adheres to established policies and procedures.

• Carries out activities in a self-directed, responsible manner, which reflects legal ethical and practice standards.

• Completes special projects as may be assigned by the respective Director/Manager.

• Other duties as assigned.

JOB INFORMATIONs