Secretary 2 - IP C 363035
Secretary 2 - IP C 363035
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Job Description
Requisition ID: 363035
Position Number:
Posting End Date: Open Until Filled
City: Winnipeg
Employer: Winnipeg Regional Health Authority
Site:WRHA Corporate
Department / Unit: LTC Hybrid IP&C Team
Job Stream: NonClinical
Union: CUPE
Anticipated Start Date: ASAP
FTE:1.00
Anticipated Shift:Days
Work Arrangement: In Person
Daily Hours Worked: 7.50
Annual Base Hours: 2015
Salary: $22.563 $23.238 $23.937 $24.655 $25.396 $0.00
Grow your career in the Winnipeg Health Region! Our team provides a spectrum of health care services through an integrated network of sites services and organizations. Were united by a shared commitment to excellent and equitable health care.
Position Overview
Main functions(in order of importance):
- Provides clerical support to Infection Prevention and Control (IP & C) staff as directed.
- Types formats and proofreads a variety of material including: correspondence minutes agendas manuscripts policies procedures etc. from hand written notes or rough draft.
- Composes routine correspondence as directed.
- Collaborates with Infection Control Professional(s) regarding the design changes and edits of templates spreadsheets form letters and other varied documents and databases.
- Assists with preparation of presentations in a variety of formats (e.g. PowerPoint handouts).
- Develops maintains and updates a variety of databases (e.g. Healthcare associated infections such as antibiotic resistant organisms ARO and surgical site infections). This includes data collection and entry assisting with analysis and organization of information and assisting with preparation of reports.
- Implements and maintains various audit databases (e.g. hand hygiene equipment cleaning).
- Assists with organization and preparation of information for reports.
- Receives telephone calls and relays messages as appropriate greeting & assisting personal callers and answering routine inquiries.
- Handles difficult staff clients and/or their families in a calm & diplomatic manner.
- Independently responds to regional inquiries dealing with operations and various corporate procedures.
- Maintains IP&C staff calendars of commitments and ensures that all pertinent material/information is available and organized.
- Develops maintains and revises electronic and paper filing systems as well as a variety of documents presentations and databases.
- Arranges books and confirms meetings special events and appointments; books rooms distributes invitations arranges speaker accommodations food/refreshments and equipment.
- Prepares notices of regular standing meetings agendas minutes and relevant background information and distributes in a timely manner. Attends meetings to record minutes and followsup on items resulting from the meetings.
- Develops maintains and revises office filing system.
- Opens sorts logs prioritizes and distributes incoming mail and other material and coordinates the flow of information. Provides liaison between supervisor and staff.
- Assembles photocopies collates indexes distributes faxes and emails a variety of material as required.
- Arranges travel schedules and books accommodations appointments meeting rooms etc.
- Completes expense account information and submits invoices where applicable.
- Monitors office supplies orders and maintains inventory of same and organizes and maintains a purchasing record system.
- Assists with literature searches upon request using a library service and maintains a central computer database of articles and reports.
- Maintains absolute confidentiality of all client and jobrelated matters.
- Provides cross coverage for other Infection Prevention and Control administrative staff.
- Proposes novel solutions to facilitate clerical efficiency within the WRHA IP & C Program as applicable.
- Updates website information regarding events/education materials of the WRHA IP & C Program.
- adheres to all safety and health regulations and safe work practices.
- may be required to perform other duties and functions related to this job description not exceeding above stated skills and capabilities.
Experience
- Two years directly related experience.
- Experience with email and computerized calendars.
- Experience scheduling and coordinating meetings.
- Previous health care experience would be an asset.
Education (Degree/Diploma/Certificate)
- Successful completion of a high school or equivalent program of studies required.
- Successful completion of a recognized secretarial training/applied office skills program required.
- A combination of education and experience may be considered.
Certification/Licensure/Registration
Not Applicable
Qualifications and Skills
- Proficiency with computerized systems (Microsoft Word Access PowerPoint and Excel) is essential.
- Typing Speed 50 wpm.
- Ability to record and prepare minutes and agendas.
- Excellent communication skills verbally and in writing.
- Ability to prioritize a large workload and independently complete a variety of secretarial duties.
- Ability to work in a fastpaced environment and work effectively under pressure to meet deadlines.
- Demonstrated problemsolving skills.
- Demonstrated ability to effectively contribute to a team environment.
- Ability to maintain a high level of confidentiality.
Physical Requirements
- Required to work for long periods of time at a computer.
This position requires a current satisfactory Criminal Records Check (including Vulnerable Sector Search) Child Abuse Registry Check and Adult Abuse Registry Check as conditions of employment. The successful candidate will be responsible for any service charges incurred. A security check is considered current if it was obtained no more than six 6 months prior to the start of employment.
Please note that an employee is not permitted to hold two or more positions across the WRHA legal entity that combine to equal more than 1.0 EFT. The WRHA legal entity includes Churchill Health Centre Deer Lodge Centre Golden West Centennial Lodge Grace Hospital Middlechurch Home of Winnipeg Pan Am Clinic River Park Gardens Victoria General Hospital WRHA corporate programs and WRHA community health services.
Interviewed candidates may be called upon to participate in a skills assessment.
Any application received after the closing time will not be included in the competition.
Wewelcome applications from people with disabilities. Accommodationsare available upon request during the assessment and selection process.
Employment Type
Full-Time
