Position Summary

Interior Health is looking for an experienced, highly efficient and self -directed permanent full time Administrative Assistant to join the Nurse Practitioners department based out of the Community Health & Services Centre (CHSC) in Kelowna, B.C.

Flexible work environment is offered, one to two days per week will be in-office days.

Who are we looking for?

Along with your organization, attention to detail, knowledge and skills, we are looking for a candidate that can make a difference and takes pride in their career to work in our fast paced environment. You will perform within an innovative culture that’s focused on transformational change in the health care system.

What will you work on?

The Administrative Assistant works in a team environment to provide confidential administrative support functions to the Director, Nurse Practitioner Department, Regional NP Department Chair, and Interim HAMAC Vice-Chair for the Advanced Practice Nursing portfolio and other management staff as required. The Administrative Assistant serves as a vital linkage and communication source to keep the Advanced Practice Nursing portfolio informed and aligned to its priorities.

Some 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 Director, Nurse Practitioner Department, Regional NP Department Chair, Interim HAMAC Vice Chair in setting the positive, collaborative and efficient tone for the Nurse Practitioner portfolio.

Some Other 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:

• opening and screening daily mail
• acknowledging letters and composing correspondence for signature
• providing supporting information where required
• proofing mailings for spelling, grammar, and clear understanding
• preparing and typing correspondence, memoranda, minutes, confidential reports, and other documents
• responding to administrative requests and inquiries
• protecting the security of confidential information by maintaining private files and typing private correspondence.

4. Coordinates and standardizes the implementation of technology (new and existing) within the Nurse Practitioner portfolio.

5. Assists with maintaining the Advanced Practice Nursing portfolio web pages and Teamsite.

6. Coordinates meeting schedules and calendars for the Director, Nurse Practitioner Department, Regional NP Department Chair, Interim HAMAC Vice Chair by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.

7. 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.

8. Supports the Director, Nurse Practitioner Department, Regional NP Department Chair, and Interim HAMAC Vice Chair in completing the required documentation associated with Human Resources including: on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.

9. Performs other related duties as assigned.

How will you create an impact?

Joining our IH team will allow you to challenge yourself professionally while enjoying all the personal pursuits available to you within this fantastic community.

Reasons to Apply at Interior Health... What we can do for you

We offer an exceptional employer-paid benefits package, competitive salary, and generous vacation entitlement after your first year of employment.

We offer a work environment conducive to growth and development of strong administrative skills. The opportunity to have a balanced lifestyle that allows you to maintain the quality of life you desire.

Interior Health strives to create an environment where you enjoy the work you do, the place where you work, and the people around you. Our focus is on giving people room to grow, to make an impact in the lives of others.

Make a difference. Love your work. Apply today!

Qualifications

Education, Training, and Experience:

• Diploma and graduation from a recognized secretarial program
• Three to five years of recent, related experience including experience working with various computer software programs.
• Or an equivalent combination of education, training, and experience.

Skills and Abilities:

• Ability to communicate effectively, both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize workload and set priorities.
• Ability to work without supervision.
• Ability to type 50 wpm and set up letters, reports, etc. in a professional format.
• Knowledge of applicable computer hardware and software programs and ability to perform web-based searches.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.

“Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the B.C. Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Aboriginal (First Nations, Métis, or Inuit).”

Comments

Starting salary is approximately from 44K to 55K and will be based on education, training and experience.

This posting is covered by the Provincial Health Officer’s mandatory COVID-19 vaccination orders and selected applicant(s) must comply.

Interior Health now offers assistance from an Aboriginal Employment Advisor. If you self-identify as Aboriginal (First Nations, Métis or Inuit) and if you would like assistance with internal career exploration, send your question via email to AboriginalEmployment@interiorhealth.ca to be redirected to the Employment Advisor. We invite applicants to self-identify as First nations, Métis, or Inuit within cover letters and/or resumes.