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Competition #:01272016
Bargaining Unit:NON-CONTRACT
Reports To:MANAGER

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 10, 2020 or return of the incumbent.

The Administrative Assistant works in a team environment and provides confidential administrative support functions to the assigned Health Service Administrator(s), Mental Health and Substance Use (MHSU). 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(s) in setting the positive, collaborative, efficient tone for the department/program.

1. Develops a process with the Health Service Administrator(s) 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. 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.

6. Assists with maintaining the program/department web page.

7. Sets up and maintains manual and computerized filing systems for all correspondence and administration files. Maintains materials such as policy and procedure manuals.

8. Coordinates meeting schedules and calendars for the Health Service Administrator(s) by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.

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

10. Arranges travel and accommodations by booking and confirming flights, vehicles, and hotel reservations.

11. Provides input to new policies, processes, and the development of strategies.

12. Prepares agendas and circulates necessary materials for meetings, attends and acts as a recorder for confidential meetings such as management meetings; transcribes minutes and distributes accordingly; and follows up on action items as required.

13. Supports the Health Service Administrator(s) in completing required documentation associated with Human Resources including: on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.

14. 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. Along with a competitive salary, your total compensation package may include vacation, health care and dental benefits, and contributions toward your retirement pension. As a member of the Interior Health (IH) team, you'll have access to services and benefits that can help you get the most out of work while maintaining a balanced lifestyle. 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!

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.

Demonstrates all LEADS Capabilities, in particular:
• Leads Self – self-awareness, demonstrates character
• Engages Others – communicates effectively
• Achieves Results – takes action to implement decisions
• Develops Coalitions – builds partnership and networks to create results, demonstrates a commitment to customers and service
• System Transformation – encourages and supports innovation

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.

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