Grade 12 (Manitoba Standards)
Certificate in Business Office Administration course or equivalent education
Two (2) years directly related experience
Demonstrated skills in using Microsoft Office programs Word, Excel, Powerpoint, Outlook, Access
Demonstrated competency in keyboarding skills (45-50 wpm)
Demonstrated understanding of medical terminology
Demonstrated competency in using current office technology and equipment
Province of Manitoba Class 5 Drivers License, and access to a personal vehicle to provide service within Prairie Mountain Health
Demonstrated organizational skills, and the ability to work independently
Demonstrated communication skills
Demonstrated flexibility to facilitate changes in techniques and procedures
Ability to display independent judgment
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
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 :
The Administrative Secretary 2 provides secretarial support services to a multi-disciplinary team of health care professionals as well as represent the program to outside agencies.
A sensitivity 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 : Provide reception duties including directing incoming calls.
Responsible for client appointment scheduling, cancelling, reminders and documentation as per program requirements.Use appropriate electronic record programs appropriate for task.
Organize and maintain filing systems by program requirements.Ensure incoming and outgoing mail is prepared and distributed for all program staff and managers as required.
Prepare reports and data and distributes as necessary.Assist with booking meeting space and preparations, and book equipment needs as required.
Provide support for meeting minutes : taking, processing and distributing as required.Provide Telehealth service support as required.
Maintain and order specific program forms and offices supplies.Archive information as per policy.Provide clerical support for photocopying, collating and distribution of materials.
Process documents such as minutes, letters, memos, reports, forms and agendas as directed.Ensure all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation.
Take the lead in arranging for equipment ordering and repair as required.
Accept orders, receive, complete and track requests made to the program.
Maintain inventories and supplies in coordination with Materials Management.
Ensure that the program entry area presents in a welcoming, professional organized manner.
Provide the necessary database development and data entry support to program.
Manage petty cash, billings, process payments, balance and reconcile as required.
Provide support, assistance with orientation, and backup to other Administrative Secretaries as required.
Provide administrative support to other departments as requested.
Enter and maintain 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.
Sundry duties as assigned.