Administrative Assistant

Administrative Assistant

Job Information
Author pmnationtalk
Date December 1, 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

Interior Health is hiring a permanent full time Administrative Assistant to join our IH Mental Health & Substance Use and Long Term Care & Home Health team at the Community Health and Services Centre in Kelowna.

Who are we looking for?

We are seeking an experienced, reliable and confident Administrative Professional with excellent communication skills who enjoy working independently and as a team. You will perform within an innovative culture that’s focused on transformational change in the health care system.

What will you work on?

The Administrative Assistant works in a team environment to provide confidential administrative support functions to Director. The Administrative Assistant serves as a vital linkage and communication source to keep the department informed and aligned to the operational and program priorities. Responsibilities include coordinating and organizing workflow, determining priorities, and composing confidential correspondence for signature.

The Administrative Assistant designs and creates correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; maintains 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 supports the Health Service Administrator in setting the positive, collaborative, efficient tone for the department/program.

SOME TYPICAL DUTIES AND RESPONSIBILITIES INCLUDE:

1. Develops a process with the Director to prioritize and streamline information and projects that involve a variety of internal and external stakeholders.

2. 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.

3. 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.

4. Assists in the management of grants and/or contracts through reviews for accuracy, ensuring payments are consistent with contract terms, tracking and reviewing the financial status of contracts to termination date, and identifying and reporting occurrences of over- and underfunding.

5. Coordinates meeting schedules and calendars for the Director by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.

6. Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.

7. 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.

8. Performs other related duties as assigned.

How will you create an impact?

Joining our IH team will allow you to challenge yourself professionally while enjoying all the personal pursuits available to you within this fantastic community.

Reasons to Apply at Interior Health… What we can do for you

We offer an exceptional employer-paid benefits package, recognition of previous experience in determining starting salary, and generous vacation entitlement after your first year of employment.

We offer a work environment conducive to growth and development of strong clinical skills. The opportunity to have a balanced lifestyle that allows you to maintain the quality of life you desire.

Come and join our team….Come live, work and play where others only vacation. Make a difference. Love your work. Apply today!

Qualifications

Education, Training, and Experience:

• Graduation from a recognized secretarial program.
• Five years of recent, related experience including experience working with various computer software programs.
• OR an equivalent combination of education, training, and experience.

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 the ability to perform web based searches.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.

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