Secretary (Building Services)

Hsnsudbury; Greater Sudbury; On-site; CAD 42,000 - 54,000; Full time

Job summary

Health Sciences North in Sudbury, Ontario is seeking an Administrative Assistant to support the Facilities Management program. You will create purchase requisitions, process invoices, track orders, and maintain filing systems while assisting with payroll coding and timesheet tracking.

You will handle data entry into the maintenance tracking system, manage MSDS records, coordinate deliveries, support staff training, and help ensure compliance with safety policies and privacy requirements.

Qualifications

• Minimum one year post-secondary certificate or diploma in office/business administration.
• Ministry of Labour Health and Safety Awareness in 4 Steps training certificate required.
• Experience with data management software preferred.
• Purchasing and invoicing experience is an asset.

Responsibilities

• Create purchase requisitions, verify invoicing, and maintain filing systems.
• Track orders and coordinate with suppliers to ensure timely delivery.
• Input data from daily work orders into the maintenance tracking system.
• Provide general maintenance of the work order tracking system.
• Assist with payroll coding and timesheet tracking as required.
• Maintain Health and Safety binder and MSDS records.
• Coordinate deliveries and key requests.
• Support education, training and compliance with safety legislation.

Skills

Purchasing

Data management

Typing 40 wpm

Microsoft Office

Communication

Time management

Confidentiality

Teamwork

Privacy compliance

Education

Post-Secondary Certificate/Diploma in Office Admin

OSHA Health and Safety Awareness training

Tools

Time Management System (TMS)

Meditech

Job description

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Provide efficient clerical support to the Facilities Management program while supporting departmental activities.

REPORTING

Under the general direction of the Manager, Building Services.

DUTIES

• Create purchase requisitions, verify invoicing, and maintain filing systems.
• Track orders and follow-up with suppliers as required.
• Research and co-ordinate with suppliers to acquire specialty items.
• Type and file business letters and memos.
• Photocopy, scan, laminate and maintain departmental records.
• Answer telephones and direct inquiries.
• Input data from daily work orders into the maintenance tracking system.
• Provide general maintenance of the work order tracking system.
• Complete credit card and petty cash reconciliation.
• Maintain Health and Safety binder and Material Safety Data Sheets (MSDS) records.
• Coordinate deliveries and key requests.
• Assist with payroll coding, tracking of timesheets, and vacation requests as required.
• Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
• Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
• Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
• Participate in hospital training as required.
• Assist with improvement initiatives as required.
• Perform other duties as required.

QUALIFICATIONS

EDUCATION AND TRAINING:

• Minimum of a one (1) year Post-Secondary Certificate or Diploma in office or business administration from an accredited community college.
• Ministry of Labour "Worker Health and Safety Awareness in 4 Steps" training certificate is required.

EXPERIENCE:

• Minimum of one (1) year with related experience.
• Purchasing experience is preferred.
• Experience working with data management software is preferred.

KNOWLEDGE/SKILLS/ABILITIES:

• Knowledge of purchasing, maintenance data programs, and/or Time Management System (TMS).
• Demonstrated ability to type a minimum of 40 w.p.m.
• Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
• Demonstrated computer skills with proficiency in Microsoft Office software, (e.g. Word, Excel, Power Point and Outlook) and applicable information systems (i.e. Meditech).
• Demonstrated ability to effectively interact and communicate with patients, families and healthcare workers.
• Demonstrated interpersonal and communication skills, both written and verbal.
• Effective time management and organizational skills with the ability to organize and prioritize as required.
• Demonstrated discretion and maturity when handling confidential information.
• Demonstrated compliance with HSN’s privacy policy.
• Demonstrated commitment to the safety of co-workers and patients.
• Ability to use tact and discretion in dealing with others.
• Proven ability to work independently and in a team environment.
• Demonstrated commitment to ongoing professional development.
• Demonstrated professionalism in dealing with confidential and sensitive issues.
• Demonstrated positive work record and good attendance record.
• Ability to meet the physical and sensory demands of the job.
• Ability to travel between local sites and/or valid driver’s license with access to vehicle may be required.

Selection Process: Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.