Job title :ADMINISTRATIVE ASSISTANT
Community :KELOWNA
Facility :KELOWNA CHSC
Status :PERMANENT FULL TIME
This Administrative Assistant works in a team environment to provide confidential administrative support functions to the Directors of Clinical and Logistics Services and other management staff as required. The Administrative Assistant serves as a vital linkage and communication source to keep the Pandemic Response portfolio informed and aligned to its 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 Directors in setting the positive, collaborative, efficient tone for the Pandemic Response portfolio.
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:
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 Pandemic Response web page.
6. Sets up and maintains manual and computerized filing systems for all correspondence and administration files. Maintains materials such as policy and procedure manuals.
7. Coordinates meeting schedules and calendars for the Directors & other management staff by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.
8. Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.
9. Arranges travel and accommodation by booking and confirming flights, vehicles, and hotel reservations.
10. Provides input to new policies, processes, and the development of strategies.
11. 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.
12. Ensures appropriate supplies and support materials are available and equipment is in working order.
13. Supports the Directors & other management staff in completing the required documentation associated with Human Resources including: on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.
14. Liaises and coordinates with other Interior Health Administrative Assistants, as necessary, to facilitate the many shared matters of daily business.
15. Performs other related duties as assigned.
LEADS Capabilities
Demonstrates all LEADS Capabilities, in particular:
Skills and Abilities:
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