Administrative Secretary 2/ Secrétaire administrative-AY2

Winnipeg Regional Health Authority (WRHA); Winnipeg; On-site; CAD 60,000 - 80,000; Full time

Job summary

A public health organization in Manitoba is seeking an Administrative Support professional to provide essential services for Community Health programs. The ideal candidate will possess strong bilingual communication skills and have experience in administrative roles, particularly within healthcare. Responsibilities include switchboard management, data entry, and maintaining records. Applicants must have a high school diploma along with completion of a post-secondary administrative program. This role offers an opportunity to contribute meaningfully in the health sector.

Qualifications

• Two years of related experience required.
• Experience in data entry is an asset.
• Experience with record-keeping and statistics is required.
• Switchboard/receptionist experience preferred.

Responsibilities

• Provide general administrative support for Community Health programs.
• Handle switchboard/reception duties.
• Maintain filing systems and manage inventory.
• Assist in booking appointments and managing meetings.

Skills

Bilingual in French and English

Excellent communication skills

Ability to learn new software

Strong organizational skills

Ability to work independently

Education

High school diploma

Post-secondary administrative assistant program

Keyboarding speed of 40 wpm

Proficiency in Microsoft Word, Excel, and Outlook

Job description

Position Overview

Reporting to the Manager, Facility and Support Services or Manager, the incumbent provides general administrative support for Community Health programs. This includes switchboard/reception, word processing, data entry, processing and/or distributing incoming and outgoing mail or fax documents, photocopying, filing and records maintenance, statistical data collection, monitoring and receiving inventory, distributing office or medical supplies, booking appointments and meeting rooms, maintaining a daily staff away/coverage list for reception use, and a variety of other office duties as required. The incumbent must contribute to a respectful work environment and participate in workload sharing and coverage within the administrative support team for the site and offices within the community area(s).

Aperçu du poste

Sous la supervision du / de la gestionnaire des services organisationnels en communauté, le ou la titulaire du poste fournit les services généraux de soutien administratif suivants pour l’équipe programme de santé communautaire: standard téléphonique/réception, traitement de texte, saisie et traitement de données, distribution du courrier entrant et sortant et des télécopies, photocopie, classement et tenue de dossiers, collecte de données statistiques, surveillance de l’inventaire, distribution des fournitures de bureau et médicales, prise de rendez‑vous et réservation de salle de réunion, tenue d’une liste des absences et de la relève à l’usage de la réception, ainsi que diverses tâches de bureau, selon les besoins. Le ou la titulaire devra contribuer au respect en milieu de travail et participer au partage de la charge de travail et aux remplacements au sein de l’équipe de soutien pour le site et les bureaux de la zone communautaire.

Experience

• Two years related experience required.
• Data entry experience would be an asset.
• Experience maintaining records and compiling statistics.
• Excellent communication skills with switchboard/receptionist experience.
• Experience with mail distribution, photocopying and faxing.
• Administrative experience in a healthcare office would be an asset.
• Demonstrated knowledge and experience maintaining a filing system.

Expérience

• Deux années d’expérience pertinente exigées.
• Une expérience de la saisie de données serait un atout.
• Expérience de la tenue de dossiers et de la compilation de statistiques.
• Excellentes aptitudes à la communication et expérience au standard téléphonique et à la réception.
• Expérience de la distribution du courrier, de la photocopie et de la transmission par télécopieur.
• Une expérience administrative dans un bureau de soins de santé serait un atout.
• Connaissance éprouvée et expérience du maintien d’un système de classement.

Education (Degree/Diploma/Certificate)

• Complete high school education, Manitoba standards, required.
• Successful completion of a formal post‑secondary administrative assistant program required.
• A combination of education and experience may be considered.
• Keyboarding speed of 40 wpm required.
• Proficiency in Microsoft Word, Excel and Outlook required.
• Working knowledge of PowerPoint preferred.

Éducation (diplômes et certificats)

• Diplôme d’études secondaires, qui répond aux normes manitobaines, exigé.
• Formation postsecondaire sur les compétences pratiques en travail de bureau, exigée.
• Une combinaison d’études et d’expérience sera prise en considération.
• Vitesse de saisie au clavier d’au moins 40 mots/min, exigée.
• Compétences en systèmes informatisés (Microsoft Word et Excel) exigées.
• Connaissance pratique de Microsoft PowerPoint privilégiée.

Certification/Licensure/Registration

Not Applicable

Qualifications And Skills

• Must be able to speak and read French at the predetermined linguistic level.
• Excellent command of the English language (both oral and written).
• Ability to learn and adapt to new computerized programs.
• Ability to effectively work as a team member.
• Ability to maintain confidentiality.
• Ability to plan and organize a heavy workload, under pressure, to meet deadlines.
• Demonstrated ability to work independently, with minimal supervision.

Qualifications Et Compétences

• Aptitude à s’exprimer et lire en français à un niveau linguistique prédéterminé.
• Excellente maîtrise de l’anglais (à l’oral et à l’écrit).
• Capacité d’apprendre et de s’adapter à de nouveaux programmes informatiques.
• Capacité de travailler efficacement au sein d’une équipe.
• Capacité de préserver la confidentialité.
• Capacité de planifier et d’organiser une charge de travail importante dans un climat de tension et de respecter les échéances.
• Capacité éprouvée de travailler de façon autonome avec une supervision minimale.

Physical Requirements

Not Applicable

Exigences physiques

Sans objet.

Security Clearance

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.

Restrictions on other positions

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, Victoria General Hospital, WRHA corporate programs, and WRHA community health services.

Assessment

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

Application Deadline

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

Accommodation

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

Indigenous Applicants

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.