Administrative Assistant - CNO

Shared Health-Soins Communs; Winnipeg; On-site; CAD 40,000 - 56,000; Full time

Job summary

The Winnipeg Regional Health Authority is seeking an experienced Administrative Assistant to provide secretarial support to the Chief Nursing Officer and the Patient Services Division. You will coordinate activities for the Facility of Patient Care Managers, maintain confidential files, prepare minutes and agendas, and manage calendars with discretion.

The role requires at least two years of office experience, strong typing (60 wpm), and proficiency in Microsoft Office.

Qualifications

• Two years of secretarial/administrative experience.
• Proficiency in MS Word, Excel and Outlook; Publisher is an asset.
• Experience with data entry and file management.
• Strong organizational and communication skills; able to work independently.

Responsibilities

• Provide secretary assistance to Chief Nursing Officer and Patient Services Division.
• Coordinate VH Facility of Patient Care Managers activities.
• Maintain confidential records and prepare minutes/agendas.
• Manage e-mail, calendars and correspondence for senior leadership.
• Liaise with staff, external agencies and the public with tact and professionalism.

Skills

Typing 60 wpm

Microsoft Office proficiency

Interpersonal skills

Communication skills

Problem-solving

Organizational skills

Customer service

Ability to work under stress

Education

High school diploma

Formal training in applied office skills

Tools

Microsoft Word

Microsoft Excel

Outlook

Microsoft Publisher

Access

SAP

Job description

Grow your career in the Winnipeg Health Region! Our team provides a spectrum of health care services through an integrated network of sites, services and organizations. We’re united by a shared commitment to excellent and equitable health care.

Position Overview

• Provides secretary assistance to Chief Nursing Officer as well as other Services that fall into the Patient Services Division.
• Coordinates all work related to VH Facility of Patient Care Managers.
• Works in a confidential capacity assists Chief Nursing Officer and Patient Services for assigned program(s), in matters pertaining to program operation.
• Works as a team with other Administrative Assistants in Corporate Services, assisting each other as required and providing coverage during absences.
• Uses discretion and tact when providing information and/or referring questions as appropriate within the Centre or to outside agencies.
• Compose correspondence on behalf of senior leadership
• Relates on an interpersonal basis with others (WRHA, community agencies, government officials, University Faculties, all levels of management, and the public).
• Retain data on a confidential basis.
• Record and prepare minutes and agendas.
• Utilize e-mail and computerized calendars.
• Problem-solve independently.
• Work within a team environment.
• Must be able to work effectively under stress and meet deadlines.

Experience

• Minimum of 2 years previous office experience in senior Administrative Assistant position.

Education (Degree/Diploma/Certificate)

• Complete high school education, Manitoba standards, required.
• Formal training in applied office skills required.

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

• Typing 60 wpm.
• Demonstrated proficiency in the use of Microsoft Office Word, Excel and Outlook) required.
• Demonstrated proficiency in use of Microsoft Publisher an asset.
• Working knowledge of Access database software required.
• Knowledge of SAP preferred.
• Must have excellent organizational, interpersonal, communication (verbal and written) skills and problem-solving abilities and the initiative to follow through on matters independently.
• Must have the ability to set up spreadsheets and databases required.
• Must have file management and data entry experience.
• Must have demonstrated experience in a customer service role, effectively handling a variety of inquiries and communicating with all levels of staff and the public.
• Demonstrated ability to prioritize a large workload and independently complete a variety of administrative duties.

Physical Requirements

• Fast-paced, high stress environment with a heavy workload.
• Frequent interruptions and lack of workspace.
• Significant interaction with staff and public.
• Physical activities including climbing, step ladder and bending and reaching for files.

This position requires a current satisfactory Criminal Records Check (including Vulnerable Sector Search), Child Abuse Registry Check and Adult Abuse Registry Check as conditions of employment. The successful candidate will be responsible for any service charges incurred. A security check is considered current if it was obtained no more than six (6) months prior to the start of employment.

Please note that an employee is not permitted to hold two or more positions across the WRHA legal entity that combine to equal more than 1.0 EFT. The WRHA legal entity includes Churchill Health Centre, Deer Lodge Centre, Golden West Centennial Lodge, Grace Hospital, Middlechurch Home of Winnipeg, Pan Am Clinic, River Park Gardens, Prairie Crocus Manor, Victoria General Hospital, WRHA corporate programs, and WRHA community health services.

Interviewed candidates may be called upon to participate in a skills assessment.

Any application received after the closing time will not be included in the competition.

We welcome applications from people with disabilities. Accommodations are available upon request during the assessment and selection process.

Manitoba healthcare employers, in partnership with the Indigenous community, are committed to increasing the representation of Indigenous People within all levels of our workforce. Indigenous applicants are encouraged to apply and to voluntarily self-identify as being of Indigenous descent in their cover letter/application.