Administrative Assistant
Victoria General Hospital
Winnipeg
15d ago

Position Overview

Reporting to the Regional Director, you will enhance his effectiveness by providing timely and accurate information management, administrative and office support while demonstrating a commitment to the Vision, Mission and Values of the Winnipeg Regional Health Authority (WRHA).

WRHA Capital Planning (CP) with its compliment of 21 staff members is a fully integrated, cross-sectored and cross-disciplined division which provides leadership and management of the Region’s complex multi-

million dollar capital planning and construction portfolio. CP is defined by its ability to facilitate and collect disparate, diverse, and complex information from sophisticated stakeholders, develop programmatic requirements, and eventually translate same into built form.

WE ARE

  • Manitoba’s largest and most complex Capital Program.
  • An experienced team of dedicated professionals focused on project success.
  • Open to new ideas and methodologies and promote innovation and continuous improvement initiatives with site, region and sector wide impact.
  • A respected industry leader committed to service excellence.
  • YOU ARE

  • Professional, self-motivated, detail orientated and you stay focused. You are capable of managing your work load and prioritizing tasks in a fast-
  • paced corporate environment. You have practically perfect organizational skills.

  • You desire to make an impact. You don’t shy away from challenges you volunteer without waiting to be asked. You’re going to take ownership of your time and endeavor to make a difference.
  • Able to think on your feet and are up for difficult challenges. You are driven to learn and you problem solve well. You have a high stress tolerance, self-
  • regulating and possess both reliability and consistency.

  • If you don’t know the answer, you’ll dig until you find it. You exercise a positive attitude and understand team dynamics and shared responsibilities.
  • You are comfortable working with many different professionals at once.

    KEY RESPONSIBILITIES

  • Coordinate executive communications; read, research, and route correspondence; draft letters and documents; initiate communications.
  • Interact with stakeholders and clients when appropriate, problem solve and develop an appropriate course of action. Report problems;
  • seek assistance when they cannot be resolved for attention.

  • Calendar management; plan, coordinate and schedule meetings, conferences, and teleconferences.
  • Prepare for all meetings including dissemination of required documents prior to meeting and follow up after the meetings;
  • record meeting discussions when needed.

  • Prepare reports, collect and analyze information; prepare presentations.
  • Provide historical reference by developing and utilizing filing and retrieval systems.
  • Prepare outgoing mail, open mail, monitor emails, review, prioritize, diarize, sort, and highlight important correspondence and track commitments for follow-up.
  • Prepare internal and external formal corporate documents for Site, Regional and Government partners.
  • Coordinate human resources functions.
  • Develop and sustain a level of professionalism among staff and clientele.
  • Uphold a strict level of confidentiality.
  • Experience

  • Minimum of five years in a senior secretarial position, preferably in the architectural profession, construction industry or comparable government agency.
  • Education (Degree / Diploma / Certificate)

  • Complete High School education, Manitoba standards required.
  • Completion of a recognized secretarial and / or business accounting training program required.
  • Additional accredited training in supervision, administration, and / or office management courses preferred.
  • An equivalent combination of education and experience will be considered.
  • Qualifications and Skills

  • Demonstrated proficiency in the use of Microsoft Office (Outlook, Word, Excel, Power Point) required.
  • Knowledge of General Accounting required.
  • SAP (Systems, Applications and Products), experience is considered an asset.
  • Typing 50 wpm required.
  • Exceptional interpersonal skills; friendly and professional demeanor.
  • Well suited and comfortable working with a leader who moves quickly and bounces between projects.
  • Due to the anticipated volume of responses, we will contact only those candidates who most closely match our requirements.

    Physical Requirements

  • Good physical and mental health required.
  • Must be able to work effectively under stressful demands and frequent interruptions.
  • This position is subject to a Criminal Record Check, including Vulnerable Sector Search, an Adult Abuse Registry Check and a Child Abuse Registry Check.

    The successful candidate will be responsible for any service charges incurred.

    Please note that an employee is not permitted to hold two or more positions across the WRHA legal entity that combine to equal more than 1.

    0 EFT. The WRHA legal entity includes Churchill Health Centre, Deer Lodge Centre, Grace Hospital, Health Sciences Centre, Middlechurch Home of Winnipeg, Pan Am Clinic, River Park Gardens, Victoria General Hospital, WRHA corporate programs, and WRHA community health services.

    Interviewed candidates may be called upon to participate in a skills assessment.

    Any application received after the closing time will not be included in the competition.

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