Administrative Assistant

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Administrative Assistant

Job Information
Author pmnationtalk
Date November 25, 2021
Deadline Open
Type Full Time
Company Interior Health Authority
Location Kelowna, BC
Category Administrative Services
Client Interior Health Authority
Contact Information
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Job title :ADMINISTRATIVE ASSISTANT
Community :KELOWNA
Facility :KELOWNA CHSC
Status :PERMANENT FULL TIME

Position Summary

Join us for this exciting role supporting the Pandemic Response portfolio.

This Administrative Assistant works in a team environment to provide confidential administrative support functions to the Directors of Clinical and Logistics Services and other management staff as required. The Administrative Assistant serves as a vital linkage and communication source to keep the Pandemic Response portfolio informed and aligned to its priorities. Responsibilities include: coordinating and organizing workflow; determining priorities; composing confidential correspondence for signature; designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; maintaining the integrity and confidentiality of all information which flows through, and is processed for management as it pertains to client care, operations, personnel, labour relations, finance, and public affairs; and supporting the Directors in setting the positive, collaborative, efficient tone for the Pandemic Response portfolio.

TYPICAL DUTIES AND RESPONSIBILITIES:

1. Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Answers routine inquiries and complaints by determining the nature of the issues and provides information directly or through correspondence.
2. Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating procedures, and advises management as necessary. Drafts correspondence/ reports as requested. Prepares spreadsheets, graphs, flow charts, and statistics as required.
3. Provides general administrative support by:
• opening and screening daily mail
• acknowledging letters and composing correspondence for signature
• providing supporting information where required
• proofing mailings for spelling, grammar, and clear understanding
• preparing and typing correspondence, memoranda, minutes, confidential reports, and other documents
• responding to administrative requests and inquiries
• protecting the security of confidential information by maintaining private files and typing private correspondence.
4. Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Assembles and edits reports in an appropriate format.
5. Assists with maintaining the Pandemic Response web page.
6. Sets up and maintains manual and computerized filing systems for all correspondence and administration files. Maintains materials such as policy and procedure manuals.
7. Coordinates meeting schedules and calendars for the Directors & other management staff by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.
8. Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.
9. Arranges travel and accommodation by booking and confirming flights, vehicles, and hotel reservations.
10. Provides input to new policies, processes, and the development of strategies.
11. Attends and acts as a recorder for confidential meetings such as management meetings. Transcribes minutes and distributes accordingly. Follows up on action items as required, prepares agendas, and circulates necessary materials for meetings.
12. Ensures appropriate supplies and support materials are available and equipment is in working order.
13. Supports the Directors & other management staff in completing the required documentation associated with Human Resources including: on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.
14. Liaises and coordinates with other Interior Health Administrative Assistants, as necessary, to facilitate the many shared matters of daily business.
15. Performs other related duties as assigned.

Qualifications

• Grade 12 diploma and graduation from an office administration program.
• Three to five years of recent, related experience including experience working with various computer software programs.
• Or an equivalent combination of education, training, and experience.

LEADS Capabilities
Demonstrates all LEADS Capabilities, in particular:
• Leads Self/Cultural Agility – self-awareness, demonstrates character; noticing and adapting to cultural uniqueness to create a sense of safety for all.
• Engages Others/Empathy – communicates effectively; listens with heart rather than reacting
• Achieves Results/Process Orientation – takes action to implement decisions, follows culturally respectful processes that also produce results
• Develops Coalitions/Building a Trust-Based Relationship – builds partnership and networks to create results, demonstrates a commitment to customers and service, participating in open exchanges of experiences and culture
• System Transformation/Credible Champion – demonstrates systems/critical thinking, strategically oriented to the future, champions & orchestrates change, remains self-aware and maintains effective relationships

Skills and Abilities:
• Ability to communicate effectively, both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize workload and set priorities.

• Ability to work without supervision.
• Ability to type 50 wpm and set up letters, reports, etc. in a professional format.
• Knowledge of applicable computer hardware and software programs and ability to perform web- based searches.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.

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