26-119 - Administrative Assistant

Métis Nation British Columbia; Surrey; Hybrid; CAD 45,000 - 60,000; Full time

Job summary

Métis Nation British Columbia is seeking an Administrative Assistant to support day-to-day operations within the Ministry of Health and Wellness. The role involves calendar management, filing, invoice processing, and liaison with MNBC Health staff and stakeholders.

The candidate will assist with program documentation and event support in a health-focused environment. The position emphasizes attention to confidential records, data entry, and collaboration across ministries, with occasional travel

Qualifications

• Minimum one year experience in a health care setting or related field.
• Experience in data entry and invoicing is an asset.
• Knowledge of Office 365 and scheduling systems.
• Demonstrated ability to communicate clearly, verbally and in writing.
• Understanding of Métis health access and Indigenous organizations is an asset.

Responsibilities

• Coordinate day-to-day operations including calendar for Directors, Managers and staff.
• Coordinate travel logistics and expenses for staff, partners, and citizens.
• Answer inquiries via phone, email, and in person and direct to relevant contacts.
• Establish and manage electronic and physical filing systems.
• Process mail and project documentation; maintain confidential records.
• Provide coverage for other administrative staff during absences.
• Track and update the program database including funding and budgets.
• Support Métis individuals through program processes and services.
• Create purchasing orders, cheque requisitions, and related forms.
• Communicate with MNBC Health staff and other ministries and stakeholders.
• Participate in committees and project teams as required.
• Perform shipping and receiving duties; lift up to 50 lbs.
• Attend meetings/events outside normal hours as needed.

Skills

Data entry

Office management

Scheduling

Communication

Record keeping

Customer service

Indigenous awareness

Driver's license

Education

Grade 12

1-year certificate

Diploma preferred

Tools

Office 365

Database software

Job description

The Administrative Assistant plays a pivotal role in ensuring the seamless operation of the Ministry of Health and Wellness. Their primary objective encompasses implementing, organizing, and conducting day-to-day administrative operations with precision and efficiency. Additionally, the Administrative Assistant actively contributes to the execution of programs and projects within the ministry, offering invaluable assistance, creativity, and clerical support.

Integral to the success of the department, the Administrative Assistant excels in managing various administrative tasks, including, but not limited to, the implementation of financial documentation such as purchase orders and cheque requisitions, organizing meetings, providing event support, and maintaining meticulous documentation and records. Their adeptness in these areas serves as the cornerstone for the smooth functioning of the ministry's initiatives, highlighting their importance within the organizational framework.

Duties & Responsibilities

• Conducts and supports day-to-day operations including calendar coordination for Directors, Managers, and otherpersonnelas necessary. Coordinate travellogisticsand expenses for staff, external partners, and citizens. Respond to inquiries via telephone, email, and in-person interactions, and appropriately direct clients to the relevant contacts.
• Establishesand manages both electronic and manual filing systems to ensure efficient organization and accessibility of documents.
• Manages various email accounts on an as needed basis and works closely with other Ministry of Health and Wellness Administrative staff from a shared inbox.
• Processes mail outs for various project work.
• Performs a variety of administrative duties, including filing (electronically and physically), photocopying, binding, scanning, sorting, and maintaining records in a confidential manner.
• Provides coverage for other administrative staff during their absence due to vacation or illness.
• Tracks and updates the program database which includes funding and budget updates.
• Supports Métis individuals through application processes with program and services or redirects where necessary.
• Creates purchasing orders, cheque requisitions and other forms and submissions as necessary to support financial procedures.
• Carries out various administrative tasks, as required.
• Directly communicate with MNBC Health staff on all pertinent issues.
• Establishes and maintains an effective working relationship and ongoing communications with other ministries, community agencies and key stakeholders.
• Participates in committees and project teams as required.
• Perform shipping and receiving duties, including receiving, transporting, and organizing packages and supplies. Safely lift, carry, and move materials weighing up to 50 lbs. as required.
• Other duties may be assigned as needed to ensure the efficient operation of MNBC.
• Regular/ occasional attendance at meetings/ events that may require work and travel outside of normal business hours.

Supervision Given

• None

Qualifications

• Grade 12 and completion of courses equivalent to one (1) year certificate.Diploma preferred.
• Minimum one (1) year experience in a health care setting or related field.
• A combination of relevant experience, education, and training will be considered.
• Experience in data entry and invoicing in an asset.
• Knowledge of office management systems and procedures, including online scheduling systems.
• Understanding of the unique challenges Métis face accessing the healthcare system and a desire to problem solve and provide possible solutions.
• Experience working with an Indigenous organization/program that includes interacting and developing relationships with Indigenous people and Indigenous communities as well as government agencies and ministries, an asset.
• Demonstratedability to effectively communicate both verbally and in writing.
• Proven ability toutilize, adapt and embracenew technologies, including Office 365 and other database/software required by the role.
• Proven ability toutilizestrong interpersonal skills to deal with others effectively.
• Proven ability to prioritize tasks, meet deadlines, and work with minimal supervision.
• Knowledge and/or awareness of the historical and contemporary contributions made by Métis people inB.C.
• Possession of, or the ability to obtain, a Class 5 driver’slicensemay berequired.
• The position may require the completion of a Criminal Record Check and Vulnerable Sector Check.