Job Summary:

In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Program Secretary performs secretarial and administrative duties for the Manager and other program staff. Duties including scheduling appointments and meetings, typing a variety of material utilizing a variety of software programs filing, responding to telephone enquiries, arranging and attending interdepartmental or committee meetings and takes follow up action, preparing agendas for meetings, screening incoming materials prioritizing items for the Manager or designate and Program staff, compiles and maintains a variety of statistical information, answering the telephoning and directing calls, performing timekeeping and payroll duties, makes travel and hotel arrangements, coordinates workflow with other departments, and identifies inconsistencies in procedures and recommends changes.

Duties/Accountabilities:

1.    Organizes work and improve workflow to meet clerical and support needs of the designated areas. Identifies inconsistencies in procedures and recommends changes, organizes standard operating procedures, drafts departmental procedures or revisions and distributes for approval.  

2.    Schedules appointments and meetings for the Manager and Program staff by performing duties such as booking meeting rooms; arranging equipment such as overheads; typing, assembling and distributing information such as agenda, notices, correspondence, reports and subject files in preparation for meetings; attending interdepartmental meetings and provides informational input, recording, transcribing, and distributing minutes of meetings and is responsible for follow up; and resolving scheduling conflicts by determining urgency of meeting requests.  

3.    Types a variety of documents such as correspondence, memos, forms, reports by utilizing a variety of software programs for the Manager and staff. Drafts routine items for signature as required.  

4.    Makes suggestions and recommendations to develop procedures, organize work and improve workflow to meet clerical and support needs of the designated areas. Identifies inconsistencies in procedures and recommends changes, drafts departmental procedures or revisions and distributes for approval.  

5.    Performs secretarial duties such as screening incoming materials, prioritizing items for the attention of the Manager or designate, responding to inquiries by drafting correspondence or referring to the appropriate area. Receives and distributes incoming mail and processes all outgoing mail as required.

6.    Performs receptionist duties such as answering the telephone and directing calls, responding to inquiries, taking messages and prioritizing calls for the Manager or designate and other program staff.  

7.    Sets up and maintains filing systems for a variety of records and files such as correspondence and reports by performing duties such creating and labelling files and filing material.  

8.    Arranges for servicing and maintenance of equipment, appliances, furniture and facilitates housekeeping and key requests.

9.    Maintains timekeeping records for staff and submits to payroll. Receives and processes requests such as vacation, leave of absence, hires and terminations by preparing appropriate documentation, and forwarding to the Manager for approval.

10.    Prepares and submits expense claims by ensuring invoices are coded to correct cost centre and authorized for payment by the Manager. Submits check requisitions for reimbursements and expenditures to PHSA Finance.

11.    Compiles and maintains a variety of statistical information for analysis and generate reports.
12.    Maintains office supplies by monitoring inventory and ordering supplies up to pre-authorized limits when required and using appropriate software programs.  

13.    Makes travel and hotel arrangements and reservations by performing duties such as confirming dates, contacting travel agencies and obtaining itineraries.

14.    Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

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

Skills and Abilities

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