26-119 - Administrative Assistant

Métis Nation British Columbia; Surrey; On-site; CAD 42,000 - 64,000; Full time

Job summary

Métis Nation British Columbia in Surrey seeks an Administrative Assistant to support MNBC Health initiatives and day-to-day operations. The role emphasizes precision, organization, and clerical support for programs and projects.

Responsibilities include calendar coordination, travel logistics, filing, invoicing, purchasing orders, and maintaining confidential records. You will engage with ministers, partners, and community stakeholders, with occasional after-hours commitments.

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.
• Demonstrated ability to effectively communicate both verbally and in writing.
• Proven ability to utilize, adapt and embrace new technologies, including Office 365 and other database/software required by the role.
• Proven ability to utilize strong 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 in B.C.
• Possession of, or the ability to obtain, a Class 5 driver's license may be required.
• The position may require the completion of a Criminal Record Check and Vulnerable Sector Check.

Responsibilities

• Conducts and supports day-to-day operations including calendar coordination for Directors, Managers, and other personnel as necessary.
• Coordinate travel logistics and 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.
• Establishes and 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.

Skills

Data entry

Invoicing

Office management

Office 365

Communication

Prioritization

Interpersonal skills

Education

Grade 12

Diploma preferred

Tools

Online scheduling systems

Job description

About The Opportunity

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.

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 other personnel as necessary. Coordinate travel logistics and 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.
• Establishes and 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.
• Demonstrated ability to effectively communicate both verbally and in writing.
• Proven ability to utilize, adapt and embrace new technologies, including Office 365 and other database/software required by the role.
• Proven ability to utilize strong 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 in B.C.
• Possession of, or the ability to obtain, a Class 5 driver's license may be required.
• The position may require the completion of a Criminal Record Check and Vulnerable Sector Check.