Salary Range: $58,494-$76,773/year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.

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.

The Administrative Assistant provides confidential administrative support to the designated Senior Leader(s) and assists with workload and activities of the Population Oncology portfolio, in an efficient and timely manner. The Administrative Assistant follows policies and procedures and works independently with minimal direction to balance priorities and workflow. The Administrative Assistant interacts with senior leaders, managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of the department/senior leader. The Administrative Assistant exercises initiative, flexibility, judgment and problem-solving skills to complete confidential, time-sensitive work.

Duties/Accountabilities:

•    Liaises with internal groups, external organizations, other health authority representatives, members of the general public and visitors to the organization to provide and/or receive information. Uses judgement and initiative in determining the appropriate avenue for responses.
•    Handles telephone and e-mail inquiries from both internal and external sources.
•    Produces a variety of documents including correspondence, minutes and meeting agendas from handwritten copy and/or recordings using various word processing, spreadsheet and presentation software packages, including the creation of files, tables and spreadsheets.
•    Manages the calendar(s) of the designated Senior Leader(s). Schedules and arranges internal and external meetings by coordinating rooms and equipment, preparing and distributing meeting materials and agendas, taking minutes where requested and keeping track of action items.
•    Provides support to maintain and improve assigned websites.
•    Provides administrative support on special projects such as provincial team meetings, collaborative initiatives, strategic planning, evaluation, reporting to leaders.
•    Creates and maintains an efficient electronic filing system and workload efficiency systems e.g. to assist in proactively identifying action items to be completed prior to meetings.
•    Assists with proofreading and editing of materials.
•    Assists with development and monitoring of assigned budget(s).
•    Makes arrangements for travel and accommodation, as required, within PHSA approved policies and guidelines.
•    Submits employee time records to Payroll; adjusts timekeeping records where necessary; and answers queries regarding employees’ time, such as vacation balances.

Qualifications:

A level of education, training, and experience equivalent to Grade 12 plus graduation from a formal secretarial program plus four (4) years recent related experience, including two (2) years at a senior level.

Ability to work independently and as a team member to resolve administrative issues/problems.  Demonstrated ability to use computer related tools including word processing, spreadsheet, database, internet and presentation software at an advanced level.  Demonstrated ability to communicate effectively both verbally and in writing, including the ability to work with discretion in preparing and handling information of a confidential or sensitive nature.  Demonstrated ability to organize and prioritize work, work under time pressures to meet deadlines and handle interruptions and changing priorities.  Ability to type 60 w.p.m.  Demonstrated knowledge of business formats and modes of address.  Demonstrated ability to employ tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.  Demonstrated ability to record and transcribe minutes of meetings.