Administrative Secretary 2
Prairie Mountain Health
Camperville, Canada
1d ago

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 :

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.
  • Accept sorders, 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.
  • 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
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