Administrative Secretary

Requisition ID: 381320

Position Number: 480-715701070A207-04

Posting End Date: Open Until Filled

Employer: Southern Health-Santé Sud

Site: Mental Health Program

Union: CUPE

Department/Unit: Mental Health & Addictions

Work Location: Mental Health - Portage la Prairie

City: Portage la Prairie

Hiring Status: Temporary

FTE: 1.0

Employment arrangement: In Person

Daily hours worked: 7.75

Anticipated shift: Days

Annual base hours: 2015

Anticipated Start Date – End Date: As mutually agreed upon – Indefinite

Reason for Term:Other Leave

Salary: - As per Collective Agreement

Find your rewarding career in a vibrant and diverse community within Southern Health-Santé Sud. Our organization is privileged to provide care for people at every point in their lives.

Partnering with our communities, we provide safe, accessible and sustainable people-centered health care. We are proud to work in collaboration with all our partners within and throughout our diverse region: seven First Nations Communities, Francophone, Métis, Mennonite and Hutterite communities as well as a growing number of immigrants from all over the world.

Be part of the Southern Health-Santé Sud team, who is rooted in what matters most. Joina region that offers a lifestyle like no other – a safe, peaceful, beautiful, fulfilling life for you and your family.

Position Overview

Reporting to the Manager Health Services - Mental Health & Addictions, the Administrative Secretary is responsible for the provision of confidential, complex clerical, secretarial and administrative support to the respective site(s), programs and portfolio. The incumbent is responsible for reception, organizing and maintaining work processes and records, as well as data management, preparing correspondence, reports and other documents, scheduling, coordinating meetings and other special events, transcription and presentations while managing the Regional Manager’s schedule.

The incumbent regularly communicates with program staff to ensure consistency of administrative support services and other documentation. The incumbent will have strong organizational skills and be able to work well with time constraints and deadlines.

The incumbent will exercise the appropriate level of initiative and independent judgment in determining work priorities, work methods to be employed and action to be taken on unusual matters. The position functions in a manner that is consistent with the mission, vision and values; and the policies of Southern Health-Santé Sud.

Experience

• Minimum two (2) years previous experience in a health care office environment.
  
  
  

Education (Degree/Diploma/Certificate)

• Graduate of a recognized Administrative Assistant Program or equivalent.
  
  
  

Certification/Licensure/Registration

Not Applicable

Qualifications And Skills

• Proficiency in Microsoft Office Applications and Outlook/Email.
• Knowledge of legislation pertinent to mental health and community services.
• The usage of general office equipment.
• Medical/psychiatric terminology.
• Demonstrated ability to work with minimal supervision both independently and as part of a team.
• Demonstrated communication skills both oral and written.
• Demonstrated ability to take initiative and recognize the Manager’s needs.
• Demonstrates thorough knowledge of general office practices.
• Demonstrated interpersonal and organizational skills.
• Given the cultural diversity of our region, the ability to respect and promote a culturally diverse population is required.
• Proficiency of both official languages is essential for target and designated bilingual positions.
• Demonstrated ability to respect confidentiality including paper, electronic formats and other mediums.
• Good work and attendance record.
• Requires a valid Class 5 driver’s license, an all-purpose insured vehicle and liability insurance of at least $1,000,000.00.
  
  
  

Physical Requirements

• Demonstrated ability to meet the physical and mental demands of the job.
• No hazardous or significantly unpleasant conditions.
• May provide service to clients experiencing challenging behaviors.
• May work occasionally evenings and weekends as necessary.
• Will be required to travel to other regional facilities as the position duties may require.
  
  
  

This term position may end earlier as outlined in your collective agreement.

Applicants may request reasonable accommodation related to the materials or activities used throughout the selection process.

Southern Health-Santé Sud, in partnership with the Indigenous community, is committed to increasing the representation of Indigenous people within all levels of our workforce. Indigenous applicants are encouraged to apply and to voluntarily self-identify as being of Indigenous descent in their cover letter/application.

Completes and maintains Satisfactory Criminal Record Check, Vulnerable Sector Search, Adult Abuse Registry Check and Child Abuse Registry Check. The successful candidate will be responsible for any service charges incurred.

All Health Care Workers are required to be immunized as a condition of employment in accordance with Southern Health-Santé Sud policy.

Please include three work-related references with your job application from persons who are not related to you but have direct knowledge of your current and past work performance.

Consistent with the French Language Services Policy of the Government of Manitoba and Southern Health-Santé Sud’s FLS Policy, we are committed to offering services in English and French in designated program/service areas serving French-speaking communities within Southern Health-Santé Sud. If no candidates satisfy the bilingual qualification, candidates meeting all other qualifications may be considered for this position.

Please be advised that job competitions for union represented positions may be grieved by internal represented applicants. Should a selection grievance be filed, information from the competition file may be provided to the grievor's representative. Personal information irrelevant to the grievance and other information protected under legislation will be redacted.