Secretary 2 - IP & c

August 30 2022
Expected expiry date: November 29 2022
Industries Healthcare, social assistance
Categories IP, Patents, Trademarks,
Winnipeg, MB

Requisition ID: 317262

Position Number: 21000574

Posting End Date: Open Until Filled

City: Winnipeg

Site: Health Sciences Centre

Department / Unit: Central Support Services

Job Stream: Non-Clinical

Union: CUPE 500-COW

Anticipated Start Date: ASAP

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

Shared Health leads the planning and coordinates the integration of patient-centred clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.

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.

We have a unique ability to work together to make health care better. If you want to make a difference and contribute to supporting the health of your family, friends and neighbours, please apply today.

Interested candidates should select the "Apply" icon below to upload their cover letter, resume and copy of licenses/certification.

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 in Shared Health that combine to equal more than 1.0 FTE.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.

We welcome applications from people with disabilities. Accommodations are available upon request during the assessment and selection process.

Apply now!

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