Administrative Assistant

Shared Health-Soins Communs; Brandon; On-site; CAD 42,000 - 62,000; Full time

Job summary

Prairie Mountain Health in Brandon, MB is seeking an Administrative Assistant within Administration. Under supervision of the Director/Regional Manager, you will support daily operations and manage confidential administrative tasks.

Key duties include scheduling, travel arrangements, recording minutes, maintaining filing systems, reception, and coordinating staff support. Strong communication, leadership and organizational skills are essential.

Qualifications

• Grade 12 education required per MB standards.
• Graduate and/or certification from a recognized Business Administration program.
• Three years of full-time experience in administrative, financial or health-related roles in the last five years.
• Manitoba Class 5 Driver's License and access to a personal vehicle for Prairie Mountain Health travel.
• Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint) and IT applications.
• Demonstrated leadership and supervisory ability.
• Ability to adapt in a changing environment while maintaining confidentiality.
• Strong written and oral communication skills.

Responsibilities

• Manages Director/Regional Manager/Manager schedules and travel arrangements.
• Attends meetings, documents minutes and follows up as required.
• Maintains employee personnel files and coordinates benefit/LOA documentation.
• Develops and maintains central filing and records retention per regional policies.
• Responds to inquiries from programs, departments, and community groups at the reception.
• Supervises staff, provides training and directions, and supports an empowered work environment.
• Ensures compliance with policies and professional standards; supports change processes.
• Prepares budget documentation and monitors monthly financial statements.
• Contributes to labour relations matters as required.

Skills

Leadership

Supervisory

Interpersonal skills

Critical thinking

Organization

Communication

Professional development

Lifelong learning

Confidentiality

Diversity awareness

Time management

Education

Grade 12 (MB Standards)

Business Administration certificate

Tools

Outlook

Word

Excel

Access

PowerPoint

Job description

Requisition ID: 413683

Position Number: 2DIadmADMASST-01

City: Brandon

Employer: Prairie Mountain Health

Site: Prairie Mountain Health - Dinsdale PCH

Department / Unit: Administration

Job Stream: Clinical Support

Union : Non Union

FTE: 1.00

Anticipated Shift: Days

Daily Hours Worked: 7.50

Position Summary

Under the general supervision of and responsible to the Director/Regional Manager/Manager; the Administrative Assistant is committed to the vision, mission, values and strategic priorities of Prairie Mountain Health functioning within the facility /program of their position. Within their delegated authority, the Administrative Assistant is responsible for decision-making, supervision and management of a work unit, performing diverse and routine to complex administrative work that may involve supervision of staff. The Administrative Assistant participates with an interdisciplinary team within the program(s) portfolio and regional team structure. The Administrative Assistant functions in a confidential labour relations capacity in matters relating to labour relations.

Qualifications:

• Grade 12 education (MB Standards)
• Graduate and/or certification from a recognized Business Administration Program
• Three (3) years equivalent full-time experience in the last five years in an administrative, financial or relevant health related discipline
• Other combinations of education and experience may be considered
• Province of Manitoba Class 5 Drivers License and access to a personal vehicle to provide service within the Prairie Mountain Health.
• Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology
• Demonstrated leadership and supervisory ability
• Demonstrated ability in maintaining effective interpersonal working relationships required
• Demonstrated critical thinking skills required
• Demonstrated sound organizational skills, and the ability to work independently
• Demonstrated written and oral communication skills
• Demonstrated professional and personal commitment for professional development, lifelong learning and continuing education
• Ability to prioritize in a changing environment
• Ability to respect and promote a culturally diverse population
• Ability to respect and promote confidentiality
• Ability to perform the duties of the position on a regular basis

RESPONSIBILITIES

Overview

Administrative Support

• 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

Supervises/Manages staff

• 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.

PMH has an Indigenous Human Resource Initiative and is committed to increasing the representation of Indigenous people within all levels of our workforce. Indigenous applicants are encouraged to voluntarily self-identify as being of Indigenous descent in their cover letter and/or within their application form.

We thank all applicants that apply but only those candidates selected for an interview will be contacted.

HEALTH AND WELLNESS FOR ALL