Administrative Secretary

Administrative Secretary 2

QUALIFICATIONS

* Grade 12 education (Manitoba Standards)

* Certificate in Business Office Administration course or equivalent education

* One (1) year related experience

* Other combination of education and experience may be considered

* Demonstrated knowledge of medical terminology

* Demonstrated competency in using current office technology and equipment

* Province of Manitoba Class 5 Drivers Licence, or equivalent from province of residence, and access to a personal vehicle to provide service within Prairie Mountain Health

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

* Demonstrated organizational skills, and the ability to work independently

* Demonstrated problem solving and decision making skills

* Demonstrated flexibility to facilitate changes in techniques and procedures in a changing environment

* Demonstrated knowledge and competence of skills and concepts related to the position

* Demonstrated communication skills

* Ability to respect and promote confidentiality

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

* Ability to respect and promote a culturally diverse population

* Ability to work effectively and maintain positive working relationships with co-workers, clients and within interdisciplinary team

POSITION SUMMARY:

The Administrative Secretary 2 will provide clerical and administrative support functions for all of the staff and clients who receive services from the program that they support. The Administrative Secretary 2 functions as an integral part of the Health Care Team and performs all duties in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health.

RESPONSIBILITIES:

Overview:

* Provides secretarial support services to a multi-disciplinary team of health care professionals as well as represent the program to outside agencies.

* Sensitive toward the needs of the consumer is essential by ensuring clients are received and provided service with courtesy, respect, privacy, and efficiency.

* Provides clerical support to the program staff and Managers by performing any or all of the following duties:

* Provides reception duties including directing incoming calls

* Responsible for client appointment scheduling, cancelling, reminders and documentation as per program requirements

* Uses appropriate electronic record programs appropriate for task

* Organizes and maintains filing systems by program requirements

* Ensures incoming and outgoing mail is prepared and distributed for all program staff and managers as required

* Prepares reports and data and distributes as necessary

* Assists with booking meeting space and preparations, and book equipment needs as required.

* Provides support for meeting minutes: taking, processing and distributing as required.

* Provides Telehealth service support as required

* Maintains and orders specific program forms and offices supplies

* Archives information as per policy

* Provides clerical support for photocopying, collating and distribution of materials

* Processes documents such as minutes, letters, memos, reports, forms and agendas as directed

* Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation.

* Takes the lead in arranging for equipment ordering and repair as required.

* Accepts orders, receives, completes and tracks requests made to the program.

* Maintains inventories and supplies in coordination with Materials Management.

* Ensures that the program entry area presents in a welcoming, professional organized manner.

* Provides the necessary database development and data entry support to program.

* Manages petty cash, billings, process payments, balance and reconcile as required.

* Provides support, assistance with orientation, and backup to other Administrative Secretaries as required.

* Provides administrative support to other departments as requested.

* Enters and maintains payroll schedules for program staff and Managers as required.

* Manages assigned workload ensuring prioritization and organization to meet the demands of the programs and services.

* Reports urgent matters to appropriate Manager or Director immediately.

* Other duties as assigned.