Secretary 3 - Patient Services - Repost

Winnipeg Regional Health Authority (WRHA); Winnipeg; On-site; CAD 32,168,000 - 37,190,000; Part time

Job summary

Shared Health leads Manitoba health services and operates across the province. This role supports the Medicine & Oncology unit at Health Sciences Centre, providing secretarial and administrative assistance to ensure efficient operations.

The position requires strong Microsoft Office skills, including Excel, Word, PowerPoint and Outlook, with the ability to coordinate with multiple stakeholders and manage schedules, minutes and travel arrangements.

Qualifications

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

Responsibilities

• Typing a variety of correspondence including medico-legal letters, grants, manuscripts, and abstracts.
• Establishing and maintaining office systems.
• Updating and maintaining CVs for multiple physicians.
• Maintaining schedules for multiple physicians; recording/transcribing minutes.
• Completes travel arrangements as per Shared Health protocol.
• Creating, maintaining and distribution of multiple schedules.
• Completes purchase orders utilizing multiple systems and protocols.

Skills

Microsoft Office

Excel

Word

Outlook

PowerPoint

Communication

Organizational skills

Education

High school diploma

Administrative assistant program

Tools

SAP

EPIC

Concur

Job description

City: Winnipeg
Employer: Shared Health
Site: Health Sciences Centre
Department / Unit: Medicine & Oncology
Job Stream: Non-Clinical
Union: CUPE
Posting End Date: Open Until Filled
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 Include

• 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.

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.