Administrative Secretary 2

Prairie Mountain Health; Brandon; On-site; CAD 42,000 - 56,000; Full time

Job summary

The Administrative Secretary 2 at Prairie Mountain Health provides clerical and administrative support to staff and clients, functioning as part of the health care team in accordance with organizational policies. The role requires strong attention to confidentiality and the ability to use current office technology effectively.

Responsibilities include reception, scheduling, record-keeping, data entry, meeting support, and coordination with interdisciplinary teams to ensure service excellence

Qualifications

• Grade 12 education (Manitoba Standards)
• Certificate in Business Office Administration or equivalent education
• One year related experience or equivalent combination
• Demonstrated knowledge of medical terminology
• Demonstrated competency in using current office technology and equipment
• Driver's licence with access to vehicle for Prairie Mountain Health duties
• Proficiency with Microsoft programs (Outlook, Word, Excel, Access, PowerPoint) and IT
• Strong organizational skills and ability to work independently
• Problem solving and decision making skills
• Flexibility to adapt to changing techniques and procedures
• Knowledge relevant to the position
• Strong communication skills
• Ability to respect and promote confidentiality
• Ability to perform duties regularly
• Ability to respect and promote a culturally diverse population
• Ability to work effectively with coworkers and interdisciplinary team

Responsibilities

• Provides secretarial support to a multi-disciplinary health care team
• Ensures courteous, confidential, and efficient client service
• Performs reception duties and directs incoming calls
• Schedules appointments and maintains reminders
• Uses electronic record systems and organizes filing
• Manages mail distribution and prepares reports
• Assists with meeting arrangements and equipment needs
• Produces and distributes meeting minutes and telehealth support
• Maintains program forms and office supplies
• Archives information per policy
• Performs photocopying, collation, and materials distribution
• Handles communications (mail, email, fax, telephone) per PHIA requirements
• Coordinates equipment ordering and repairs
• Manages program requests and inventory with Materials Management
• Maintains welcoming program entry area and database support
• Oversees petty cash, billings, and payments reconciliation
• Provides orientation and backup support to other Administrative Secretaries
• Offers administrative support to other departments as requested
• Maintains payroll schedules for staff and managers
• Prioritizes workload to meet program demands
• Reports urgent matters to management promptly
• Other duties as assigned

Skills

Medical terminology

Office technology

Organizational skills

Communication skills

Problem solving

Flexibility

Confidentiality

Team collaboration

Attention to detail

Education

Grade 12 education (Manitoba Standards)

Certificate in Business Office Administration

One year related experience

Other combination of education and experience may be considered

Tools

Outlook

Word

Excel

Access

PowerPoint

Job description

• Certificate in Business Office Administration course or equivalent education
• One (1) year related experience
• Other combination of education and experience may be considered
• Demonstrated knowledge of medical terminology
• Demonstrated competency in using current office technology and equipment
• Province of Manitoba Class 5 Drivers Licence, or equivalent from province of residence, 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 organizational skills, and the ability to work independently
• Demonstrated problem solving and decision making skills
• Demonstrated flexibility to facilitate changes in techniques and procedures in a changing environment
• Demonstrated knowledge and competence of skills and concepts related to the position
• Demonstrated communication skills
• Ability to respect and promote confidentiality
• Ability to perform the duties of the position on a regular basis
• Ability to respect and promote a culturally diverse population
• Ability to work effectively and maintain positive working relationships with co-workers, clients and within interdisciplinary team

Qualifications

• Grade 12 education (Manitoba Standards)
• Certificate in Business Office Administration course or equivalent education
• One (1) year related experience
• Other combination of education and experience may be considered
• Demonstrated knowledge of medical terminology
• Demonstrated competency in using current office technology and equipment
• Province of Manitoba Class 5 Drivers Licence, or equivalent from province of residence, 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 organizational skills, and the ability to work independently
• Demonstrated problem solving and decision making skills
• Demonstrated flexibility to facilitate changes in techniques and procedures in a changing environment
• Demonstrated knowledge and competence of skills and concepts related to the position
• Demonstrated communication skills
• Ability to respect and promote confidentiality
• Ability to perform the duties of the position on a regular basis
• Ability to respect and promote a culturally diverse population
• Ability to work effectively and maintain positive working relationships with co-workers, clients and within interdisciplinary team

Position Summary

The Administrative Secretary 2 will provide clerical and administrative support functions for all of the staff and clients who receive services from the program that they support. The Administrative Secretary 2 functions as an integral part of the Health Care Team and performs all duties in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health.

Responsibilities

Overview:

• Provides secretarial support services to a multi-disciplinary team of health care professionals as well as represent the program to outside agencies.
• Sensitive toward the needs of the consumer is essential by ensuring clients are received and provided service with courtesy, respect, privacy, and efficiency.
• Provides clerical support to the program staff and Managers by performing any or all of the following duties:
• Provides reception duties including directing incoming calls
• Responsible for client appointment scheduling, cancelling, reminders and documentation as per program requirements
• Uses appropriate electronic record programs appropriate for task
• Organizes and maintains filing systems by program requirements
• Ensures incoming and outgoing mail is prepared and distributed for all program staff and managers as required
• Prepares reports and data and distributes as necessary
• Assists with booking meeting space and preparations, and book equipment needs as required.
• Provides support for meeting minutes: taking, processing and distributing as required.
• Provides Telehealth service support as required
• Maintains and orders specific program forms and offices supplies
• Archives information as per policy
• Provides clerical support for photocopying, collating and distribution of materials
• Processes documents such as minutes, letters, memos, reports, forms and agendas as directed
• Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation.
• Takes the lead in arranging for equipment ordering and repair as required.
• Accepts orders, receives, completes and tracks requests made to the program.
• Maintains inventories and supplies in coordination with Materials Management.
• Ensures that the program entry area presents in a welcoming, professional organized manner.
• Provides the necessary database development and data entry support to program.
• Manages petty cash, billings, process payments, balance and reconcile as required.
• Provides support, assistance with orientation, and backup to other Administrative Secretaries as required.
• Provides administrative support to other departments as requested.
• Enters and maintains payroll schedules for program staff and Managers as required.
• Manages assigned workload ensuring prioritization and organization to meet the demands of the programs and services.
• Reports urgent matters to appropriate Manager or Director immediately.
• Other duties as assigned.