Administrative Secretary

Job Summary

In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Administrative Secretary reports to the Manager, Office Services and Facilities and provides clerical assistance to the Manager including maintaining department files and records, taking and transcribing minutes of meetings, maintenance of office support systems, procedures and policies. Provides administrative support to the Office Services and Facilities department.

Duties/Accountabilities

• Operates a multi-line switchboard including answering inquiries, providing basic information, and referring calls to appropriate personnel or agencies. Maintains processes to retain efficiency of switchboard, such as directory listings.
• Receives and signs in visitors to the department, provides visitor’s badges; notifies staff when they arrive, using instant messaging software programs or email.
• Manages email inbox for Willingdon Office Services and Facilities, and addresses employee concerns, questions and requests. Composes and sends out weekly communications to building staff. Maintains Willingdon department email contact/distribution lists.
• Maintains weekly updates on internal team website.
• Uses software programs to update messages for Atrium monitors weekly.
• Assists in preparation for committee and project meetings by completing tasks such as formatting posters and papers, requesting information, confirming attendance, preparing meeting or event packages, managing AV requirements, and reminding staff of deadlines and completing tasks such as registering attendees during the course of the meeting.
• Creates, updates and maintains building signage.
• Arranges and confirms meetings as requested; books meeting rooms; types and circulates agendas; records, transcribes and distributes meeting minutes.
• Opens and sorts incoming mail; forwarding to appropriate individuals. Receives and manages courier deliveries, and notifies staff. Receives and processes RFPs for Procurement; transferring to buyers after date and time of closing.
• Manages and audits temporary security access cards. Takes photos for security access cards. Modifies staff access using an access control system application after receiving manager approval. Carries out regular audits of the secured rooms at Willingdon.
• Triages and addresses onsite security issues with Integrated Protection Services.
• Sets up and maintaining filing systems for material such as correspondence, locker assignments, events in an internal team website.
• Maintains an inventory of general department supplies, copy paper for the building, evacuation kits for Floor Wardens and replenishment of Emergency Supply Cabinets, using PeopleSoft eProcurement to submit orders.
• Manages Fitness Room locker applications, waivers, and locker assignments. Conducts regular audits on locker assignments.
• Maintains both Atrium and Fitness room calendars.
• Manages weekly service calls from vendors pertaining to printers, vending machines, confidential shredding and composting.
• Manages the logistics and resources for onsite events, including coordinating resources for furniture reconfigurations, and liaising with building Maintenance Manager and Security as required.
• Performs other related duties as assigned.
  
  

Qualifications

Education, Training and Experience

• Completion of Grade 12, plus two years’ recent related experience or an equivalent combination of education, training and experience.
  
  

Skills And Abilities

Ability to keyboard at 45 wpm.

Ability to communicate effectively, both verbally and in writing.

Ability to organize work

Ability to deal with others effectively.

Physical ability to carry out the duties of the position.

Ability to operate related equipment