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ADMINISTRATIVE ASSISTANT
Location:Kelowna
Facility:KELOWNA CHSC
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Competition #:01163321
Employee Type:TERM SPECIFIC FULL TIME
Bargaining Unit:NON-CONTRACT
Facility:KELOWNA CHSC
Reports To:EXECUTIVE DIRECTOR
Close Date:OPEN UNTIL FILLED*
Comments:

Position Summary

Interior Health is looking for an experienced, highly efficient and self-directed Administrative Assistant for a Term Full Time with potential for permanent position. This position is based out of our new Community Health and Services Centre office in downtown Kelowna.

In accordance with the established vision and values of the organization, the Administrative Assistant works in a team environment to provide confidential administrative support functions to the Executive Director and other management staff as required.

The Administrative Assistant serves as a vital linkage and communication source to keep the 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; supports the Executive Director in setting the positive, collaborative, efficient tone for the portfolio.

Some 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 department web page.

6. Coordinates meeting schedules and calendars for the Corporate Director and all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.

7. Arranges travel and accommodation by booking and confirming flights, vehicles, and hotel reservations

8. 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.

9. Supports the Executive Director, Acute Services in completing required documentation associated with Human Resources including: on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements. Enters payroll and runs bi-weekly verifications for Executive Director approval. Reviews Health Service Administrators’ MasterCard account statements ensuring appropriate cost centres and EOCs are correct prior to Executive Director approval.

10. Performs other related duties as assigned.

For a challenging, growth-oriented career in a beautiful natural setting where balanced lifestyle choices abound, come to Interior Health and join our quest to set new standards of excellence in the delivery of health services in the Province of BC.

Come live, work and play where others only vacation. Make a difference. Love your work. Apply today!
 
Qualifications

Education, Training and Experience:
• Diploma and graduation from a recognized secretarial program
• Five years recent, related experience including experience working with various computer software programs
• Or an equivalent combination of education, training, and experience

Competencies
• Interior Health Emotional Intelligence Competencies

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

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