Administrative Assistant 4

Position Overview

Under the general supervision of the Medical Director/Director Health Services and Manager, Health Services, the incumbent is responsible for the effective, efficient management of the office, providing administrative and secretarial support. Duties include: managing the Outlook calendar for the Medical Director and Manager, Health Services, Transplant Manitoba/Gift of Life Program (TM/GLP), coordinating meetings, attending and recording minutes; composing a variety of correspondence; typing a variety of correspondence, special projects, memoranda and reports, and confidential financial documents; maintains statistical spreadsheet and database related to patients with the Transplant Manitoba Program, supervising and monitoring the workload of the Secretary 4; performing miscellaneous administrative and secretarial duties; and preparing materials for meetings.

Experience

• Three to five years previous experience in a senior secretarial position requiring considerable communication with senior level management staff.
• Previous supervisory experience preferred.

Education (Degree/Diploma/Certificate)

• Complete high school education, Manitoba Standards, required.
• Successful completion of a recognized secretarial training program required.
• Additional training in supervision, administration or management preferred.
• A combination of education and experience may be considered.

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

• Preference will be given to those applicants competent in an Indigenous language and/or knowledge in Indigenous customs, traditions and values.
• Typing 50-60 wpm required.
• Medical terminology required and shorthand/speedwriting required.
• Knowledge of Environment for Scheduling Personnel (ESP) or other service-based staff scheduling systems preferred.
• Knowledge of Systems, Applications & Products (SAP) preferred.
• Demonstrated proficiency in the use of Microsoft Office (Word, Access, Excel, PowerPoint, and Outlook) required.
• Knowledge of the Internet and web page development preferred.
• Familiarity with the Health Sciences Centre and Winnipeg Regional Health Authority (WRHA) internal structure, corporate policies and procedures, and physical layout preferred.
• Must have excellent communication and interpersonal skills.
• The ability to set up spreadsheets and databases required.
• The incumbent must be able to communicate with all levels of hospital personnel including executive staff, department heads, managers and directors.
• Must have decision-making ability, good judgment, initiative, diplomacy, and the ability to coordinate work flow and develop efficiencies.
• Must be able to function with limited guidance and supervision with high-level of personal accountability.

Physical Requirements

• Continuous use of personal computer.
• Fast-paced environment with a heavy workload.