Jobs PEI Hiring for Administrative Assistant – Correction Job at Charlottetown Full Time

Bi-Weekly Hours: 75.0 hours bi-weekly / Days.(Commencing immediately)This position provides highly skilled, direct administrative support, assistance and guidance to the Director of Human Resources of Health PEI. This position also provides support to the Wellness & Safety Manager and the Organizational and Leadership Development Manager and their associated teams. Duties will include but not limited to: – Demonstrate an understanding of the Health PEI’s mission and represents management’s philosophy in daily communications;- Act as the administrative contact for the Director of Human Resources, Wellness and Safety Manager, and Organizational and Leadership Development Manager and assist with time management by scheduling meetings and appointments, protecting identified time periods and resolving scheduling conflicts;- Act as the administrative assistant back up to the Executive Director of Human Resources when needed ie. Executive assistant is on vacation or leave to ensure workflow remains consistent;- Make travel arrangements, book meeting rooms, preparing in and out of province travel claims;- Strictly adhere to confidentiality guidelines to ensure highly sensitive and confidential information is protected;- Produce and format information for internal and external distribution by inputting, editing, proofreading, retrieving, copying and transmitting text, data, charts and graphics into formats such as written letters and memos, reports, and presentations (e.g., policies, meeting materials, grievance responses etc.);- Screen incoming phone calls, open and sort mail, flag and/or summarize information to facilitate replies, and redirect to other managers for action if required;- Drafting Treasury Board and Executive Council memorandums;- Maintains the Director’s appointment schedule by planning and scheduling meetings, teleconferences, and conferences/out-of-province travel, protect office hours, and regularly monitor schedules to resolve potential conflicts;- Develop, maintain, and utilize paper and electronic filing systems according to policy guidelines and approved records retention schedules to permit effective retrieval of information as needed;- Follow-up with HR Managers to ensure any delegated action items are in progress or complete;- Utilize the necessary office solutions to create an effective and efficient personal organizational style for multitasking in a fast-paced environment with large workloads and competing demands on time;- Prepare and process payments for goods or services, out-of-province travel, purchase requisitions, etc.,- Prepare and process invoices to non-government organizations when HPEI services are provided to them (i.e., N95 mask testing, TLR training);- Knowledgeable of human resources and payroll functions, and assist with payroll reporting for divisional employees who are not on the self-service module;- Ordering office supplies for staff as require;- Support the Wellness and Safety Manager with various requests and projects as required;- Collect data from monthly reports, Peoplesoft, WCB Forms email;- Assist with coordinating provincial MSIP Training courses, workshops and meetings – preparation and follow-up;- Assist with coordinating ergonomic equipment loans and trials, including acquiring equipment as directed, maintaining a record of trials, tracking and collecting/returning equipment, liaising with vendor as directed.

Qualifications

Minimum Qualifications: – Successful completion of Grade 12;- Successful completion of a recognized secretarial/office studies program;- Extensive related secretarial experience;- Experience in undertaking independent projects of research and analysis with minimum direction and supervision;- Significant knowledge of Health PEI’s programs and services, corporate and financial processes, policies and of staff roles and relationships would be an asset;- Demonstrated strong interpersonal and communication skills;- A high degree of proficiency with software applications (ie. MS Suite [Word, Excel, Powerpoint], Adobe, Groupwise, Peoplesoft, and Internet;- Strong ability for minute taking;- Highly skilled in organization, time management, and interpersonal communication, both oral and written;- Ability to multi-task and work under a demanding workload;- Ability to work both independently and as a team member;- The successful applicant must provide a satisfactory criminal records check prior to beginning employment.Please Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted.