Administrative Assistant

Administrative Assistant

Job Information
Author pmnationtalk
Date September 18, 2020
Type Term - Full Time
Company Interior Health Authority
Location Kelowna, BC
Category Administrative Services
Client Interior Health Authority
Contact Information
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Administrative Assistant

Competition #: 01444786
Employee Type: TERM SPECIFIC FULL TIME
Bargaining Unit: NON-CONTRACT
Facility: KELOWNA CHSC
Department: KEC COMMUNITY CARE CS ADMIN
Reports To: INTERIM DIRECTOR, CLINICAL OPERATIONS SENIORS CARE
Close Date: OPEN UNTIL FILLED*
Comments:

 

Position Summary
Interior Health is hiring a Term Specific Full Time Administrative Assistant to join our IH Mental Health & Substance Use team at the Community Health and Services Centre in Kelowna. The term for this position is until January 31, 2021 or return of the incumbent. We are seeking an experienced and confident Administrative Professional with excellent communication skills who enjoy working independently and as a team. If this sounds like a great fit for you, apply today!

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 coordination of MHSU meetings and business.

5. 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.

6. 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.

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

8. Performs other related duties as assigned.

Interior Health strives to create an environment where you enjoy the work you do, the place where you work, and the people around you. Our focus is on giving people room to grow, to make an impact in the lives of others.

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.

* All postings with a closing date specified close at 11:59 pm PT

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