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Administrative Assistant
Location:Kelowna
Facility:KELOWNA CHSC
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Competition #:01510224
Employee Type:PERMANENT PART TIME (0.50 FTE)
Bargaining Unit:NON-CONTRACT
Facility:KELOWNA CHSC
Department:IH REGIONAL SUPPORT SERVICES
Reports To:CORPORATE DIRECTOR, SUPPORT SERVICES
Close Date:OPEN UNTIL FILLED*
Comments:

Position Summary

Interior Health is looking for an experienced, highly efficient and self -directed permanent part time (0.50 FTE) Administrative Assistant to support the Corporate Director, Support Services and other management staff within the department. This position is based out of our new Community Health and Services Centre office in downtown Kelowna.

The Administrative Assistant serves as a vital linkage and communication source to keep the Support Services department informed and aligned to their 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; and supporting the Corporate Directors in setting the positive, collaborative, efficient tone for the departments.

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

9. 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.

10. 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 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.
• Three to 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