Administrative Assistant 2, Various Programs/Services

Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Administrative Assistant provides confidential administrative and secretarial support to the designated Senior Leader and assists with the activities of the program/service. Triages information of a sensitive and confidential nature, coordinates the flow of information, ensuring accurate and timely delivery of administrative services, and keeps the Senior Leader apprised of issues and activities. Interacts with senior leaders, managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of the program/service/senior leader utilizing strong persuasion and communication abilities and the exchange of information. Works independently and communicates with internal and external stakeholders/customers in a manner that promotes positive and respectful relationships. Exercises initiative, problem solves and makes judgments that affect the accuracy and reliability of further processes or services in the organization.

Duties/Accountabilities:

• Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
• Produces timely, accurate and well formatted documents using various word processing, spreadsheet and presentation software packages, including creation of tables, spreadsheets, presentations and reports. Enters and collects data, and compiles relevant statistical information into structured reports.
• Maintains a consistently updated and accurate appointment schedule for the Senior Leader and others as required by determining urgency and nature of requests, scheduling and making necessary arrangements, and resolving time conflicts. 
• Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation. 
• Makes catering, travel and accommodation arrangements. 
• Attends meetings and in-services as required.
• Designs and maintains filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the program/service using methods that can be easily accessible to assigned staff.
• Assists with human resources and financial actions for the department by completing and submitting relevant documentation/records and following up on issues with appropriate department(s) as required.

Qualifications:

• A level of education, training and experience equivalent to graduation from a recognized post-secondary administrative assistant/secretarial program, additional course work in advanced word processing, spreadsheet, and database applications, and four (4) years’ progressive experience supporting senior level management.
• Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities. 
• Demonstrated ability to use Microsoft Office applications, including word processing, spreadsheet and presentation software, at an advanced level. 
• Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines. 
• Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner. 
• Demonstrated interpersonal and time management skills. 
• Demonstrated ability to record and transcribe minutes of meetings. 
• Ability to type 60 w.p.m.