Bilingual Administrative Assistant

About Us

St.Amant supports over 5,000 people in Manitoba with developmental disabilities, autism and acquired brain injury. We are a not-for-profit organization that offers a wide range of supports for adults, children and their families. Our over 2,000 staff follow a person centred approach and adapt to the needs of each person and each family. St.Amant is guided by its core values of Collaboration, Hospitality, Excellence and Respect.

Position Summary and Scope of Service:

Reporting to the Manager, Case Management, the Administrative Assistant provides services in accordance with the “Mission” and “Values” of St.Amant, policies and procedures of the service area, external legislation and all relevant professional standards of practice. The Administrative Assistant is familiar with and promotes a “customer service focus” in the provision of services to clients, staff and in other professional relationships.

The Administrative Assistant participates in continuous quality improvement activities, including contributing to the development, modification and implementation of service area goals, objectives, policies, procedures and standards. The Administrative Assistant provides support to staff and service area managers in a variety of administrative functions relating to the operation of the assigned service area.

The Administrative Assistant performs all duties professionally, ethically and with integrity. The Administrative Assistant takes an active role and personal responsibility for continuous learning to promote knowledge and best practices. The Administrative Assistant participates in staff development opportunities and is familiar with and adheres to all policies related to risk management and promotes and follows all safe, healthy and respectful workplace practices.

Qualifications:

Educational:

• Grade XII diploma or certificate
• Administrative Assistant or Secretarial training at a community college or career college level, with emphasis on computer applications and office procedures
• Knowledge of medical terminology is an asset

Professional:

• Previous experience as an administrative assistant or secretary
• Previous experience working in a healthcare setting
• Skilled in the use of current software tools and applications including Excel, Word, PowerPoint, Publisher, Access, and Outlook
• Experience creating and handling large, complex databases
• Proficient in the use of the full range of modern office equipment
• Experience performing a wide range of administrative/secretarial tasks
• Experience with complex record keeping and file systems
• High proficiency in and applying current best practices as they relate to office support functions, procedures, and techniques including the ability to compose correspondence, take minutes, produce large volumes of accurate and attractive documentation/materials
• Strong organizational and communication skills (written and oral)
• Demonstrated ability in developing relationships with clients and staff that are supportive and educational, and that reflect St.Amant Mission and Values
• General knowledge of Children’s disAbility Services, Community Living disAbility Services and/or The Department of Education within Manitoba is an asset

Personal:

• Must be fluent in speaking, reading and writing in both the French Language and English Language. Prior to hire, testing will be conducted
• Organized, professional and able to maintain effective interactions at all levels
• Self-motivated, confident, creative, innovative, productive, positive, energetic and collaborative
• Strong interest in process improvement; commitment to ongoing professional development and life-long learning
• Demonstrated confidential and ethical behaviour in the performance of all responsibilities
• Effective prioritization practices, efficient work methods that support due dates and required timeframes
• Ability to use good judgment in recognizing scope of authority
• Excellent written and verbal communication skills
• Flexible and able to work within a non-conventional schedule when this is of benefit to the assigned service area
• Ability to identify high risk situations and respond appropriately
• Ability to demonstrate behaviour consistent with the Mission and Values of St.Amant
• Ability to work harmoniously and contribute to effective employee and team relationships
• Ability to effectively manage variable stressors typically encountered in the workplace
• Projects a professional image
• Physically able to perform the duties of the position
• Successful completion of a satisfactory Criminal Record Check and Abuse Registry Check is required

Duties and Responsibilities

Program/Service Support:

Under the coordination of the Manager, Community Nursing Services, the Administrative Assistant provides administrative support consistent with the Mission, Values, policies, principal functions and priorities of St.Amant.

Duties include:

• Responsible for the compilation, organization, and dissemination of clinical and administrative data related to the service area and assisting in the preparation of reports and presentations in a variety of formats
• Responsible for organizing, creating and maintaining databases and electronic and paper file systems
• Organizes, prioritizes and ensures the delivery of effective, timely, courteous and professional services
• Assists management with process improvements related to the effective delivery of services
• Organizes and maintains mailboxes and collects, sorts and distributes mail in the assigned service area
• In conjunction with IT Services, provides support and basic instruction for the use of computers, telephones and other office technology
• Arranges for maintenance of basic office equipment including photocopiers, fax machine, printers, scanners and laminator
• Works on a variety of communication related projects as assigned
• Completes orders for equipment and supplies for the assigned service area and maintains a record of these
• Coordinates meetings, including scheduling and resources (i.e. room bookings, IT requirements, catering) for committee and staff meetings
• Compiles minutes for meetings
• Makes bookings for off-site meeting and catering requirements
• Stocks printers and photocopier
• Submits work orders to Environmental Services for maintenance requests
• Updates QHR with staff competencies & skills
• Consults effectively with other supports and services to ensure coordination of planning
• Develops a clear understanding of health or client record documentation standards according to specific service area policies
• Reports and documents all high risk or potentially high risk situations according to policy
• Establishes and maintains effective relationships with team members, other employees and leaders, clients, volunteers and external parties
• Works collaboratively with program and service leaders
• Exercises confidentiality and ethical practices in all work activities

The above information is intended to describe the general nature of this position and is not considered to be a complete statement of duties and responsibilities. Additional duties and responsibilities may be assigned provided they are consistent with the qualifications identified and fall within the parameters of this role.

St.Amant is a bilingual organization. Proficiency in both official languages (French/English) would be considered an asset.

St.Amant supports equitable employment practices and promotes an inclusive workforce representative of the people we support including diverse abilities, backgrounds, cultures, and identities. Applicants can request reasonable accommodations in all aspects of the selection and hiring process.

As a condition of employment, successful candidates will be required to provide a satisfactory Criminal Record Check with Vulnerable Sector Screening, Adult Abuse Registry Check, Child Abuse Registry Check and Prior Contact Check.

As a Condition of Employment, new hires must complete a series of Occupational Health checks. This includes the requirement to confirm immunization or immunity of specific communicable diseases. Successful applicants will also be required to provide proof of COVID-19 vaccination prior to start date.

We offer a competitive salary and a comprehensive benefits package that includes: Health & Dental Plans, Life Insurance Plans, Long Term Disability, Employer Paid-Employee Assistance Plan, and Employer-Matched Pension Plan.