Administrative Assistant 4

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.