Administrative Assistant, Healthcare Operations

Prairie Mountain Health; Manitoba; On-site; CAD 45,000 - 60,000; Full time

Job summary

Prairie Mountain Health in Manitoba is seeking an Administrative Assistant to support the Director/Regional Manager/Manager. The role involves coordinating schedules, travel, correspondence, and document management within a confidential, team-based setting.

You will develop and maintain filing systems, assist with human resources tasks, oversee reception, and supervise staff as needed. A Business Administration credential plus 3 years of relevant experience are required, along with strong MS

Qualifications

• 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 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

• 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.
• 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 Prairie Mountain Health policies, professional standards, ethical practice and other regulations or standards as appropriate.
• Assesses complaint; and determines appropriate resolution.
• Follows-up and provides appropriate communication.
• Monitors and trends data.
• 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.
• Resolves complex issues within established policies and procedures and areas of expertise.
• 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.
• 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.
• 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.

Skills

Leadership

Communication

Organizational skills

Time management

Interpersonal skills

Confidentiality

Education

Business Administration certificate

Tools

MS Office

Outlook

Word

Excel

Access

PowerPoint

Job description

Prairie Mountain Health in Manitoba is seeking an Administrative Assistant to support the Director/Regional Manager/Manager. The role involves coordinating schedules, travel, correspondence, and document management within a confidential, team-based setting.

You will develop and maintain filing systems, assist with human resources tasks, oversee reception, and supervise staff as needed. A Business Administration credential plus 3 years of relevant experience are required, along with strong MS