Administrative Assistant

Requisition :  414416

Position Number:  2

MIPadmADMASST-01

City:  Minnedosa

Employer:

Prairie Mountain Health

Site:  Prairie Mountain Health - Minnedosa Personal Care Home

Department / Unit:  Administrative

Job Stream:  Non-Clinical

Union:  Non Union

FTE:  0.70

Anticipated

Shift:  Days

Daily Hours Worked:  5.75

Position Summary:

Under the general supervision of and responsible to the Director/Regional Manager/Manager; the Administrative Assistant is committed to the vision, mission, values and strategic priorities of Prairie Mountain Health functioning within the facility /program of their position. Within their delegated authority, the Administrative Assistant is responsible for decision-making, supervision and management of a work unit, performing diverse and routine to complex administrative work that may involve supervision of staff.

The Administrative Assistant participates with an interdisciplinary team within the program(s) portfolio and regional team structure. The Administrative Assistant functions in a confidential labour relations capacity in matters relating to labour relations.

Qualifications:

Grade 12 education (MB Standards)

Graduate and/or certification from a recognized Business Administration Program

Three (3) years equivalent full-time experience in the last five years in an administrative, financial or relevant health related discipline

Other combinations of education and experience may be considered

Province of Manitoba Class 5 Drivers License and access to a personal vehicle to provide service within the Prairie Mountain Health.

Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology

Demonstrated leadership and supervisory ability

Demonstrated ability in maintaining effective interpersonal working relationships required

Demonstrated critical thinking skills required

Demonstrated sound organizational skills, and the ability to work independently

Demonstrated written and oral communication skills

Demonstrated professional and personal commitment for professional development, lifelong learning and continuing education

Ability to prioritize in a changing environment

Ability to respect and promote a culturally diverse population

Ability to respect and promote confidentiality

Ability to perform the duties of the position on a regular basis

Overview:
Administrative Support

Manages Director/Regional Manager/Manager schedule; makes travel arrangements; monitors e-mails redirecting or responding as appropriate.

Attends meetings, documents minutes of meetings and follows-up, as required.

Maintains employee personnel files, if applicable; acts as a contact for employee questions; prepares letters of offer; completes appropriate documentation for benefit plans/LOA’s; ensures appropriate authorization for absences or schedule adjustments and records electronically or forwards documentation to scheduling.

Develops and maintains central filing system for Director/Regional Manager/Manager, including management of records retention according to regional policies.

Reception

Responds directly, redirects or brings to the attention of others, telephone and personal enquiries/complaints from programs and departments, community groups, agencies and citizens.

Responds tactfully, screens and refers appropriately

Supervises/Manages staff

Orientates, trains and coaches staff.

Provides directions to staff as necessary.

Facilitates a positive work environment through supporting an empowered model of decision-making.

Demonstrates knowledge of communication principles and communicates respectfully with all staff, both individually and as a group, to promote efficient/effective functioning.

Acts as a resource for staff regarding software applications within the program.

Contributes to change processes through effective role modeling, support and delegation.

Assists with ensuring compliance with the Prairie Mountain Health policies, professional standards, ethical practice and other regulations or standards as appropriate.

Complaints Management

Assesses complaint; and determines appropriate resolution.

Follows-up and provides appropriate communication.

Monitors and trends data.

Schedule Management

Develops master rotations.

Problem solves related to vacant shifts and position.

Leads vacation planning, including conducting meetings with staff.

Analytical Review

Develops Business Case/SBAR including research, analysis and providing recommendations.

Monitors, analyzes and reports trends in…