Secretary 3 - Patient Services - Repost

Shared Health-Soins Communs; Winnipeg; On-site; CAD 23,950 - 27,688; Part time

Job summary

Shared Health, Winnipeg, seeks an experienced administrative assistant to provide secretarial support within the Medicine & Oncology department. The role emphasizes typing, scheduling, minutes, and maintaining office systems in a fast-paced healthcare environment.

The successful candidate will have at least two years of related experience, strong Microsoft Office skills, and the ability to coordinate multiple physicians' schedules. This is an in-person, 0.50 FTE daytime position.

Qualifications

• Two years of related experience in a health care setting preferred.
• Proficient in Microsoft Outlook, Word, Excel, PowerPoint and Outlook for scheduling and correspondence.
• Experience transcribing minutes and coordinating meetings with multiple stakeholders.
• Knowledge of university policies and grants is an asset.
• Ability to learn department specific software and maintain office systems.

Responsibilities

• Provide secretarial and administrative support for the Medicine & Oncology unit.
• Type correspondence, grants, manuscripts, and abstracts.
• Establish and maintain office systems and CVs for physicians.
• Maintain physician schedules and record meeting minutes.
• Coordinate travel, purchases, and multiple schedules as required.

Skills

Microsoft Office (Outlook, Word, Excel

Minute taking

Scheduling coordination

Communication skills

Time management

Diplomacy

Education

Post-secondary administrative assistant program

Manitoba high school diploma

Tools

SAP

EPIC

Concur

Job description

Requisition ID: 405245

Position Number: 20088851

Posting End Date: Open Until Filled

City: Winnipeg

Employer: Shared Health

Site: Health Sciences Centre

Department / Unit: Medicine & Oncology

Job Stream: Non-Clinical

Union: CUPE

Anticipated Start Date: ASAP

FTE: 0.50

Anticipated Shift: Days

Work Arrangement: In Person

Daily Hours Worked: 7.50

Annual Base Hours: 1950

Salary: $23.950 , $24.654 , $25.379 , $26.128 , $26.897 , $27.688

Shared Health leads the planning and coordinates the integration of patient-centered clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.

Position Overview

Reporting to the Manager/Director of Health Services, the incumbent is responsible for the effective and efficient provision of secretarial and administrative support for a section in the Department of Medicine.

Duties

• Typing a variety of correspondence including, (but not limited to): medico legal letters, grants, manuscripts, and abstracts.
• Establishing and maintaining office systems.
• Updating and maintaining curriculum vitae (CVs) for multiple physicians.
• Maintaining schedules for multiple physicians. Recording/transcribing minutes.
• Completes travel arrangements as per Shared Health - HSC protocol.
• Creating, maintaining and distribution of multiple schedules.
• Completes purchase orders utilizing multiple systems and protocols.

Experience

• Two years directly related experience required, preferably in a health care setting.
• Experience with coordinating, organizing and scheduling meetings in Microsoft Outlook, with multiple stakeholders is required.
• Experience in transcribing and distributing meeting minutes.
• Related experience with timekeeping and purchasing would be considered an asset.
• Experience working in a University environment with knowledge of University policies and procedures, in reference to grants and external funding agencies would be considered an asset.

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.

Certification/Licensure/Registration

Not applicable

Qualifications And Skills

• Knowledge of personal computers and proficiency in Microsoft Office including Excel, Word, PowerPoint and Outlook required.
• Knowledge of SAP, EPIC and Concur are preferred.
• May be required to learn and use department specific software and technology.
• Demonstrated ability to work independently with limited guidance and supervision.
• The incumbent must be able to demonstrate good judgement, initiative and diplomacy and have the ability to coordinate workflow and develop efficiencies.
• Excellent planning, organizational, project and time management skills are required.
• Excellent oral and written communication and interpersonal skills.
• The ability to communicate with all levels of hospital/university personnel, as well as various outside agencies and institutions.

Physical Requirements

• Recognized ability to adapt to change.
• Frequent foot travel throughout the facility, as well as various University of Manitoba Bannatyne Campus offices.
• Flexibility to attend meetings/events outside regular business working hours.
• Ability to cope with frequent interruptions and function in a fast-paced environment.
• Frequent contact with patients, staff and public.

We have a unique ability to work together to make health care better.

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.

Please note that an employee is not permitted to hold two or more positions in Shared Health that combine to equal more than 1.0 FTE.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.

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

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.