This job posting has expired.

Secretary 2 - IP & C

November 19 2020
Industries Healthcare, social assistance
Categories Administrative, Clerical, Clerical, Administrative Support, Health, Medical, IP, Patents, Trademarks, Legal, Paralegal, Secretary
Winnipeg, MB

Requisition ID: 165523

Position Number: 20003691

Posting End Date: November 24, 2020

City: Winnipeg

Site: Shared Health

Work Location: Health Sciences Centre

Department / Unit: HSC IP&C Team

Job Stream: Non-Clinical

Union: CUPE 500-COW

Anticipated Start Date: 11/15/2020

FTE: 1.00

Anticipated Shift: Days

Daily Hours Worked: 7.50

Annual Base Hours: 1950

Salary: $18.722, $19.283, $19.862, $20.458, $21.072, $21.704

Grow your career in the Winnipeg Health Region! Our team provides a spectrum of health care services through an integrated network of sites, services and organizations. We’re united by a shared commitment to excellent and equitable health care.

Position Overview

Main functions (In order of importance):

  • Provides clerical support to Infection Prevention and Control (IP & C) staff as directed.
  • Types, formats and proofreads a variety of material.
  • Composes routine correspondence as directed.
  • Collaborates with Infection Control Professional(s) as required.
  • Assists with preparation of presentations in a variety of formats.
  • Develops, maintains and updates a variety of databases, including data collection and entry, assisting with analysis and organization of information and preparation of reports.
  • Implements and maintains various audit databases.
  • Receives telephone calls and relays messages as appropriate, greeting & assisting personal callers and answering routine inquiries.
  • Handles difficult staff, clients and/or their families in a calm & diplomatic manner.
  • Independently responds to regional inquiries dealing with operations and various corporate procedures.
  • Maintains IP&C staff calendars of commitments and ensures all pertinent material/information is available and organized.
  • Arranges, books and confirms meetings and attendees, special events and appointments, and equipment.
  • Prepares notices of regular standing meetings, agendas, minutes and relevant background information and distributes in a timely manner. Attends meetings to record minutes and follows-up on items resulting from the meetings.
  • Develops, maintains and revises office filing system.
  • Distributes incoming mail and other material and coordinates the flow of information. Provides liaison between supervisor and staff.
  • Assembles, photocopies, collates, indexes, distributes, faxes and e-mails a variety of material as required.
  • Arranges travel schedules and books accommodations, appointments, meeting rooms, etc.
  • Completes expense account information and submits invoices where applicable.
  • Monitors office supplies, orders and maintains inventory of same and organizes and maintains a purchasing record system.
  • Assists with literature searches upon request using a library service and maintains a central computer database of articles and reports.
  • Maintains absolute confidentiality of all client and job related matters.
  • Provides cross coverage for other Infection Prevention and Control administrative staff.
  • May be required to perform other duties and functions as assigned.
Experience
  • Two years directly related experience.
  • Previous health care experience would be an asset.
  • Experience scheduling and coordinating meetings.
  • Experience with e-mail and computerized calendars.
Education (Degree/Diploma/Certificate)
  • Successful completion of a high school or equivalent program of studies required.
  • Successful completion of a recognized secretarial training/applied office skills program required.
Qualifications and Skills
  • Proficiency with computerized systems (Microsoft Word, Access, PowerPoint and Excel) is essential.
  • Typing Speed 50 wpm.
  • Ability to record and prepare minutes and agendas.
  • Excellent communication skills, verbally and in writing.
  • Ability to prioritize a large workload and independently complete a variety of secretarial duties.
  • Ability to work in a fast paced environment and work effectively under pressure to meet deadlines.
  • Demonstrated problem-solving skills.
  • Demonstrated ability to effectively contribute to a team environment.
  • Ability to maintain a high level of confidentiality.
Physical Requirements
  • Required to work for long periods of time at a computer.

The Collective Agreement this position is covered under, is identified by the Union noted above. As a result of The Health Sector Bargaining Unit Review Act, the bargaining agent for this position may differ from the Union identified. In the event you have any questions, please contact your site Human Resources Department.

This position requires a current satisfactory Criminal Records Check (including Vulnerable Sector Search), Child Abuse Registry Check and Adult Abuse Registry Check as conditions of employment. The successful candidate will be responsible for any service charges incurred. A security check is considered current if it was obtained no more than six (6) months prior to the start of employment.

Please note that an employee is not permitted to hold two or more positions across the WRHA legal entity that combine to equal more than 1.0 EFT. The WRHA legal entity includes Churchill Health Centre, Deer Lodge Centre, Grace Hospital, Middlechurch Home of Winnipeg, Pan Am Clinic, River Park Gardens, Victoria General Hospital, WRHA corporate programs, and WRHA community health services.

Interviewed candidates may be called upon to participate in a skills assessment.

Any application received after the closing time will not be included in the competition.

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