NESGC Assistant

KEY FUNCTION:

Provide efficient and confidential administrative support to the Administrative Director and Medical Director of the North East Specialized Geriatric Centre (NESGC), while ensuring the day-to-day regional operations are managed, coordinated, and performed.

REPORTING:

Under the general direction of the Administrative Director, North East Specialized Geriatric Centre.

DUTIES:

1. Manage projects on behalf of NESGC.
2. Coordinate routine and special events for matters related to NESGC (i.e. team development days, program wide town hall forums, staff appreciation events, etc.).
3. Manage and maintain administrative scheduling requirements for the Administrative Director and Medical Director.
4. Provide up-to-date financial reports, including projections.
5. Support the development of the annual budget and create budget(s) for conferences and special events.
6. Support external projects with the Medical Director.
7. Complete data collection and submission for all services under the NESGC umbrella.
8. Liaise and provide support to the Regional System Steering Committee for NESGC.
9. Coordinate the Annual Geriatric Conference.
10. Lead the planning committee and program development and create a fulsome communication plan.
11. Support recruitment processes, schedule interviews, perform reference checks, and complete forms.
12. Manage internal and external internet sites and respond to correspondence from website as required.
13. Liaise with HSN Corporate Communications to promote services and events under the NESGC umbrella.
14. Coordinate meetings and events, prepare agendas, ensure appropriate follow-up, book meeting rooms, coordinate audio visual (AV) and catering requirements, and facilitate videoconference events.
15. Prepare credit card reconciliation reports and facilitate approvals for appropriate authorization.
16. Act as an administrative liaison within and outside of the NESGC.
17. Identify, recommend, and implement changes to administrative procedures; assist staff with the set-up of new procedures, and test, review, and refine as required.
18. Provide relief to the Administrative Director and Medical Director of routine administrative work as required.
19. Prepare, manage, and organize a variety of documents and correspondence in an accurate and professional format.
20. Manage and redirect correspondences/inquiries (i.e. calls, emails, mail) and obtain approval as required.
21. Record action items of meetings and ensure proper follow up of assigned action items.
22. Liaise with staff, government staff, and the public on matters concerning the NESGC.
23. Develop and maintain manual and computerized information filing management systems.
24. Manage schedules for the Director and Medical Director, and confirm appointments and meetings.
25. Coordinate travel arrangements for the Administrative Director and Medical Director and members of the regional team as needed; complete travel expense claims for submission and approval.
26. Determine and establish office procedures, order office supplies, and maintain inventory.
27. Process bi-weekly payroll data.
28. Maintain policies and procedures.
29. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
30. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
31. Educate and promote health, safety and wellness in the work place.
32. Represent the department or program on various committees and in meetings as required.
33. Perform other duties as required.

QUALIFICATIONS

EDUCATION AND TRAINING:

1. Minimum of a one (1) year Diploma in Office or Business Administration, from an accredited college.
2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:

1. Minimum of three (3) years’ administrative coordination experience within the last five (5) years.

KNOWLEDGE/SKILLS/ABILITIES:

1. Demonstrated knowledge of health care policies and procedures, payroll entry and coding, website authoring software, hardware, and related processes, content or arrangement systems and software, and their related processes.
2. Demonstrated minimum typing speed of 60 words per minute.
3. Demonstrated proficiency in taking and transcribing minutes.
4. Demonstrated excellent judgment and proven analytical skills.
5. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
6. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
7. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
8. Demonstrated superior interpersonal and communication skills, both written and verbal.
9. Demonstrated effective time management, organizational, and leadership skills with the ability to problem-solve and prioritize as required.
10. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
11. Demonstrated discretion and maturity when handling confidential information and matters.
12. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY:

1. Demonstrated ability to work effectively as a member of a team.
2. Demonstrated ability to perform with minimal supervision; to prioritize duties.
3. Demonstrated ability to work independently and in a team environment.
4. Valid driver’s license with access to reliable vehicle.
5. Demonstrated commitment to ongoing professional development.
6. Demonstrated professionalism in dealing with confidential and sensitive issues.
7. Demonstrated positive work record and excellent attendance record.
8. Ability to meet the physical and sensory demands of the job.
9. Ability to travel between local sites.

Selection Process: Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.