Interior Health is hiring a permanent full time Administrative Assistant to join the Health System Planning & Privacy, Policy & Risk Management departments in Kelowna, B.C.
What will you work on?
The Health System Planning & Privacy, Policy & Risk Management Administrative Assistant works in a team environment to provide confidential administrative support functions to the Corporate Directors and other team staff as required.
The Administrative Assistant serves as a vital linkage and communication source to keep the team informed and aligned to its priorities. Responsibilities include: coordinating and organizing workflow; determining priorities; composing/reviewing confidential correspondence for signature; designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the Corporate Directors; 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 Corporate Directors in setting the positive, collaborative, efficient tone for the Health System Planning and Privacy, Policy & Risk Management teams.
Some Typical Duties and Responsibilities:
1. Coordinates responses to internal and external information requests (e.g., CEO, Board, Ministry of Health) including responding to questions/concerns about strategic projects and planning. Coordinates consultation/collaboration with relevant corporate and Health Services Area staff to compile information including data, briefings, and summaries. Reviews all information to ensure submissions are complete and relevant.
2. Provides general administrative support to the Health System Planning department by:
• resolving day-to-day problems as required, evaluate operating procedures and advises management as necessary
• preparing and typing correspondence, memoranda, minutes, confidential reports, and other documents
• developing and managing workplans
• preparing spreadsheets, graphs, flow charts, and statistics as required
• providing supporting information where required
3. Provides input to health system plans, new policies, processes, and the development of best practices. Develops background information and briefing documents as required.
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. Creates processes and protocols for managing committee operations and decision-making (e.g., 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.
6. Coordinates and standardizes the implementation of (new and existing) departmental technology. 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 Corporate Director 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. Supports the Corporate Director in completing the required documentation associated with Human Resources including on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.
10. Performs other related duties as assigned.
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.
For a challenging, growth-oriented career in a beautiful natural setting where balanced lifestyle choices abound, come to Interior Health and join our quest to set new standards of excellence in the delivery of health services in the Province of B.C.
Come live, work and play where others only vacation. Make a difference. Love your work. Apply today!
Education, Training, and Experience:
• Grade 12 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.
**Experience working with IH senior leaders, and partners such as the Ministry of Health, other health authorities, Divisions of Family Practice and/or Aboriginal communities is an asset.
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).”
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.