Administrative Secretary 2

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

Job summary

Prairie Mountain Health in Brandon seeks an Administrative Secretary 2 to provide clerical and administrative support to the Public Health program. You will be part of a health care team, performing reception, scheduling, data entry, and document preparation in accordance with policy.

The role requires Grade 12, a business office credential, one year experience, and strong MS Office skills. You must handle confidential information, maintain filing systems, and support meetings and Telehealth

Qualifications

• Grade 12 education (Manitoba Standards) or equivalent.
• Certificate in Business Office Administration course or equivalent education.
• One year related experience.
• Knowledge of medical terminology.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Access, PowerPoint).
• Manitoba Class 5 Driver's Licence or equivalent and access to a personal vehicle.

Responsibilities

• Provides secretarial support to a multi-disciplinary health care team.
• Receives calls and manages client appointments.
• Maintains filing systems and records.
• Schedules appointments and reminders.
• Prepares reports and distributes as required.
• Maintains office supplies and inventories.
• Ensures PHIA-compliant communication and records.
• Provides Telehealth service support.

Skills

Medical terminology

Microsoft Office suite

Organizational skills

Communication skills

Independent work

Confidentiality

Problem solving

Flexibility

Interdisciplinary teamwork

Driver's license

Education

Grade 12 education (Manitoba Standards)

Certificate in Business Office Administration or equivalent

Tools

Office technology

Job description

Requisition ID: 413906

Position Number: 8PNchadmAS2-99

City: Brandon

Employer: Prairie Mountain Health

Site: Prairie Mountain Health - Public Health Program

Department / Unit: Public Health

Job Stream: Non-Clinical

Union : MGEU

FTE: 0.0

Anticipated Shift: Days

Daily Hours Worked: 7.75 hour shifts

Salary: As per collective agreement

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.

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

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.

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. HEALTH AND WELLNESS FOR ALL