Administrative Assistant

Winnipeg Regional Health Authority; Grandview; On-site; CAD 22,000 - 44,000; Part time

Job summary

Winnipeg Regional Health Authority site Prairie Mountain Health – Grandview District Hospital in Grandview, MB is seeking an Administrative Assistant to support the Director/Regional Manager/Manager. The role involves coordinating schedules, travel arrangements, meetings and documentation while upholding confidentiality and a patient‑focused team approach.

You will handle reception duties, process correspondence, maintain personnel files where applicable, and assist with budgeting, records

Qualifications

• Grade 12 education (MB Standards) and a recognized Business Administration program certificate.
• Three years full-time experience in an administrative, financial or health-related discipline.
• Proficiency with Microsoft programs and IT applications; strong written and oral communication.
• Demonstrated leadership and supervisory ability; ability to work independently and in a team.

Responsibilities

• Manages Director/Regional Manager/Manager schedule; makes travel arrangements; monitors emails and schedules.
• Attends meetings, documents minutes and follows up as required.
• Maintains employee personnel files; prepares letters of offer and documents for benefits/LOA.
• Develops and maintains central filing system and records retention per policy.
• Reception duties: handles inquiries, redirects as needed, and supports staff with software usage.
• Analytical tasks: budgeting support, variance reporting and program evaluation.

Skills

Leadership

Communication skills

Organizational skills

Microsoft Office proficiency

Education

Grade 12 education (MB Standards)

Business Administration program certificate

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Access

Job description

Site: Prairie Mountain Health -Grandview District Hospital (includes Grandview Personal Care Home)

Department / Unit: Administration

Job Stream: Non-Clinical

Union: Non Union

FTE: 0.50

Anticipated Shift: Days

Daily Hours Worked: 5.0

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

Administrative Support

• Manages Director/Regional Manager/Manager schedule; makes travel arrangements; monitors emails 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/LOAs; 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.

Applicants already employed with Prairie Mountain Health may be considered for this position before other applicants. Please continue to apply for positions that are of interest to you.

This position is subject to a Criminal Records Check (including vulnerable sector), Adult Abuse Registry Check, and a Child Abuse Registry Check. The successful candidate will be responsible for any services charges incurred.

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.