Administrative Assistant

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Administrative Assistant

Job Information
Author pmnationtalk
Date November 16, 2020
Type Full Time
Company Interior Health Authority
Location Flexible
Category Administrative Services
Client Interior Health Authority
Contact Information
Apply Now!

Administrative Assistant (WORKSITE LOCATION IS FLEXIBLE)

Competition #: 01469344
Bargaining Unit: NON-CONTRACT
Facility: Flexible
Department: IH NP ADMIN


Position Summary
Interior Health is looking for an experienced, highly efficient and self -directed permanent full time Administrative Assistant to join the Professional Practice Office department. The location of this position is flexible within the Interior Health region.

The Administrative Assistant works in a team environment to provide confidential administrative support functions to the Director, Advanced Nursing Practice and the Nurse Practitioner Clinical Lead/Department Chair of Nurse Practitioners 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.

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.
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, Advanced Nursing Practice and Nurse Practitioner Clinical Lead/Department Chair of Nurse Practitioners in setting the positive, collaborative, efficient tone for the advanced practice nursing portfolio.

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. Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Assembles and edits reports in an appropriate format.
5. Assists with maintaining the Advanced Practice Nursing portfolio web pages and Teamsite.
6. Coordinates meeting schedules and calendars for the Director, Advanced Nursing Practice and the Nurse Practitioner, Clinical Lead/Department Chair of Nurse Practitioners by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.
7. Arranges travel and accommodation by booking and confirming flights, vehicles, and hotel reservations.
8. 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.
9. Supports the Director, Advanced Nursing Practice and the Nurse Practitioner, Clinical Lead/ Department Chair of Nurse Practitioners 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.

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 BC.

Come live, work and play where others only vacation. Make a difference. Love your work. Apply today!

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.

* All postings with a closing date specified close at 11:59 pm PT

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