Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.  

Reporting to the Leader, the Administrative Assistant (AA) provides a variety of office administration, secretarial and financial support services for Managers/Directors in their respective area.

Duties/Accountabilities:

1.    Performs secretarial and administrative duties such as screening incoming materials, sorting, prioritizing, logging, tracks and distributes incoming correspondence and briefing notes and maintaining a bring-forward system.
2.    Prioritizes items for the individual attention, responding to routine inquiries by drafting correspondence, inputting payroll, and preparing minutes/reports and agendas for meetings.
3.    Creates documents such as memos, correspondence, emails, reports, PowerPoint presentations, presentation materials, graphics and spreadsheets using established software applications.
4.    Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation.
5.    Maintains a consistently updated and accurate appointment schedule for the Manager and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
6.    Schedules appointments/meetings and determines urgency of requests in order to respond to scheduling requirements.
7.    Maintains the ARCS/ORCS records management system by identifying and classifying records, setting up proper filing, offsite storage, retrieval and disposal of records for the office.
8.    Facilitates effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
9.    Responds to routine verbal and written inquiries from the public, government staff and other agencies, and provides information such as brochures, packages, forms or applications.
10.    Updates and/or assembles manuals, maintains administrative policy and procedures manuals.
11.    Provides financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures, and administering the petty cash account; checks accuracy and completeness of financial documentation.
12.    Maintains office supplies according to pre-determined re-order levels; arranges for maintenance and repair of equipment such as transcription and photocopying equipment.
13.    Arranges conferences, including booking meeting locations, arranging logistics and catering. Attends meetings, provides transcription services, and sends out notifications of upcoming meetings as required. Ensures timely follow up on outstanding items.  
14.    Coordinates legal processes for the office, receiving and distributing subpoenas appropriately, notifying supervisors, arranging employee interviews requested by Crown, Police agencies and Coroner, and arranging for travel and reimbursement if necessary.
15.    Maintains contact lists, email distribution lists and phone lists.
16.    Other related duties as assigned.

Qualifications:

Education, Training and Experience

•    Grade 12, graduation from a recognized secretarial program, and three years’ recent, related experience or an equivalent combination of education, training and experience.

Skills and Abilities

•    Ability to keyboard at 60 wpm
•    Ability to communicate effectively both verbally and in writing.
•    Ability to deal with others effectively
•    Physical ability to carry out the duties of the position
•    Ability to organize work
•    Ability to operate related equipment.