ADMINISTRATIVE ASSISTANT, RURAL RESEARCHApply Now Job ID 1293898 Date posted 08/09/2019
Facility :PENTICTON REGIONAL HSPTL
Status :PERMANENT FULL TIME
The Administrative Assistant, Rural Research works in a team environment to provide confidential administrative support functions to the Regional Practice Lead (RPL): Research & Knowledge Translation | Rural Coordination Centre of BC Interior Node Lead and other team staff as required.
The Administrative Assistant serves as a vital linkage to keep the team informed and aligned to its priorities and provides confidential administrative and secretarial support. Responsibilities include: managing day-to-day administrative operations; 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 RPL: Research & Knowledge Translation | Rural Coordination Centre of BC Interior Node Lead; 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 Director in setting the positive, collaborative, efficient tone for the Health Systems Planning team.
The Administrative Assistant determines courses of action from established alternatives to make decisions that will have a positive impact to service delivery and exercises initiative, judgment and problem-solving skills to complete confidential, time-sensitive work.
TYPICAL DUTIES AND RESPONSIBILITIES:
1. Coordinates responses to internal and external information requests (e.g., RCCbc reports) 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 Research Department specific to RCCbc deliverables by:
• resolving day-to-day problems as required, evaluating operating procedures, and advising management as necessary
• preparing and typing correspondence, memoranda, minutes, confidential reports, and other documents
• developing and managing work plans
• preparing spreadsheets, graphs, flow charts, and statistics as required
• providing supporting information where required
• protecting the security of confidential information by maintaining private files and typing private correspondence.
3. Assists in budget development and monitors expenditures, and liaises with the departments of Finance, Payroll and Human Resources as necessary.
4. Provides input to health systems plans, new policies, processes, and the development of best practices. Develops background information and briefing documents as required.
5. Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Assembles and edits reports in an appropriate format.
6. 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.
7. Maintains content on departmental SharePoint, InsideNet, and IH public websites as required.
8. 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.
9. Coordinates meeting schedules and calendars as directed by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.
10. Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.
11. Attends offsite events, conferences, and seminars as required to represent RCCbc and function in a secretarial capacity at meetings within these events.
12. Arranges travel and accommodations by booking and confirming flights, vehicles, and hotel reservations.
13. Ensures appropriate supplies and support materials are available and equipment is in working order.
14. Liaises and coordinates with other Interior Health and RCCbc Administrative Assistants, as necessary, to facilitate the many shared matters of daily business.
15. Participates in the RCCbc daily huddles and other RCCbc team events.
16. Performs other related duties as assigned.
• Completion of a post-secondary office or administrative program.
• A minimum of 5 years of related experience working in a complex organization including experience in change management, developing and promoting adult educational material, and facilitating workshops.
• Experience working with a Senior Executive Team and partner organizations such as the Divisions of Family Practice, the Collaborative Services Committees, and the Interdivisional Strategic Council are an asset.
Skills and Abilities
• Knowledge of health systems planning principles and frameworks, project management, administration, and current Health Authority service delivery issues and challenges.
• Strong teamwork skills and a demonstrated ability to deliver successful outcomes by influence and motivation.
• Experience working with/engaging physicians and community groups.
• Sensitivity and discretion in communicating internally with various staff members, and externally with Ministry of Health and government agencies, other health care authority representatives, and member of the public to receive and disseminate information.
• Experience coordinating budgets and financial information.
• The ability to work in a highly-structured, fast-paced, and sometimes stressful environment and to be motivated to continue improving it.
• Adaptability and a willingness to learn new things and work with minimal supervision.
• Highly developed organizational skills and the ability to set priorities and effectively coordinate multiple functions.
• Excellent interpersonal skills with attention to detail. Clear communication skills, both written and verbal.
• Analytical skills with strong problem-solving abilities.
• Highly technical computer skills (i.e. MS Office programs and tools like Excel, Project, Visio, Power Point; knowledge of team site and web design and management).
• A current BC Driver’s License.
• Physical ability to perform the duties of the position.
Interior Health values diversity and inclusion. Our goal is to cultivate a workforce rich in culture, experience and knowledge to ensure equitable health outcomes for all of the clients we serve. We are welcoming of all populations including our Aboriginal partners throughout the Interior Health Region. We are committed to increasing our Aboriginal representative workforce to build an engaged, culturally diverse organization focused on the goal of providing high quality, sustainable healthcare through an engaged workforce and healthy workplaces. We build inclusive, trusting and respectful relationships through our partnerships. At Interior Health, Every Person Matters.
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