Department Secretary – Facilities Management #587-26

Brightshores Health System; Owen Sound; Presencial; CAD 36 000 - 38 000; Tempo integral

Resumo da oferta

Brightshores Health System in Owen Sound is seeking a Facilities Management Secretary to provide essential clerical and administrative support. You will handle correspondence, scheduling, records, and invoices, contributing to efficient operations in a fast-paced hospital environment.

The role requires 3–5 years of admin experience, proficiency in Microsoft Office, and ability to manage payroll and procurement processes while maintaining professional relationships with vendors and internal

Qualificações

• Three to five years of administrative experience in a computerized office environment.
• Post-secondary business/office administration education or related discipline.
• Typing 45 wpm (to be tested).
• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with payroll, scheduling, purchasing/purchase orders and invoice processing.
• Experience preparing agendas, minutes, presentations, and action plans.
• Strong interpersonal, written, and verbal communication skills with attention to detail.

Responsabilidades

• Provide clerical and administrative support to the Facilities Management team.
• Manage correspondence, scheduling, records, and day-to-day administrative tasks.
• Enter invoices into the requisition system and ensure proper sign-off.
• Support payroll, staff scheduling, purchasing, and invoice reconciliation.
• Prepare agendas, minutes, presentations, and action plans.

Conhecimentos

Typing 45 wpm

Interpersonal skills

Attention to detail

Time management

Communication skills

Formação académica

Secondary School diploma

Office administration diploma

Ferramentas

Work order management

MediPay

AutoCAD

Bluebeam

Descrição da oferta de emprego

DEPARTMENT: FACILITIES MANAGEMENTPOSITION LOCATION: OWEN SOUNDUNION AFFILIATION: OPSEU - CLERICALSTATUS: FULL-TIMEREASON TO POST: DIRECT REPLACEMENTWAGE RATE: $25.900 - $27.915

The Facilities Engineering Services Secretary provides essential clerical and administrative support to the Facilities Management team. This role ensures the effective operation of the department by managing correspondence, scheduling, record-keeping, and day-to-day administrative tasks, including entering invoices into the requisition system and ensuring they are appropriately signed off. Working in a fast-paced hospital environment, the secretary will contribute to maintaining an organized and efficient Facilities department that supports the hospital’s infrastructure and patient care objectives. Quality client service and professionalism are required in all interactions, with the ability to build positive working relationships with vendors and internal stakeholders, handle confidential matters, and ensure that deadlines are consistently met.

QUALIFICATIONS

• Secondary School diploma with relevant experience in administrative/secretarial experience or post-secondary business/office administration education diploma or a related discipline.
• Three to Five (3-5) years of administrative experience in a computerized office environment, preferably in healthcare or academic setting with exposure to procurement and accounting processes
• Typing – 45 w.p.m. (to be tested)
• Advance knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook), with the ability to leverage technology to improve efficiency and organization. Familiarity with systems such as Work order management, MediPay, AutoCAD, and Bluebeam is an asset. (Word and Excel to be tested).
• Proven ability to manage payroll, staff scheduling, purchasing/purchase orders and reconciliation, invoice processing, records management, and policy documentation
• Experience preparing agendas, minutes, presentations, and action plans
• Strong interpersonal, written, and verbal communication skills with excellent attention to detail and accuracy
• Demonstrated client service skills, with the ability to build and maintain effective, courteous working relationships with vendors, contractors, and internal stakeholders and to respond to their requests and inquiries in a timely, professional manner
• Ability to prioritize task, manage multiple deadlines, and work in a dynamic environment with minimal supervision
• Experience with developing and working with spreadsheets including generation and creation of graphs, charts and reports.
• Recent satisfactory performance and attendance records
• Demonstrate, promote and encourage Brightshores’ values – We Show Up for Each Other, We Are Trusted to Act, We Create Solutions Together, We Strive for Better, We Share Accountability
• Advocates and supports a culture of patient safety and demonstrates an understanding of how the department service and assigned responsibilities contribute to overall patient safety at Brightshores through patient safety knowledge, skills and attitudes
• Commitment to fostering an inclusive, respectful and culturally safe workplace that embraces diversity and promotes equity and belonging
• Comply with all applicable health and safety policies, procedures and regulations, and actively contribute to maintaining a safe and healthy work environment

Preferred

• Experience in design/construction, operations and maintenance
• Familiarity with union Collective Agreements and compliance standards