Administrative Assistant

Job Description

Administrative Assistant

Type: In-Office Full-Time

About Our Client

Our client is a highly respected public-sector organization that plays a critical role in supporting transparency accountability and responsible information management within the healthcare system. With a strong mandate to serve the public interest this organization works closely with internal stakeholders government partners and members of the public to ensure that information access and privacy legislation is upheld with integrity and professionalism.

Operating within a fast-paced and collaborative environment the team is dedicated to delivering timely accurate and secure access to information while protecting sensitive personal and health data. Employees are valued for their professionalism attention to detail and commitment to service excellence.

This role offers a unique opportunity to contribute to meaningful public service work while developing specialized expertise in information access processes records coordination and administrative operations. Individuals who thrive in detail-oriented environments and enjoy working with structured processes and collaborative teams will find this role both engaging and rewarding.

Key Responsibilities

As the Administrative Assistant you will provide essential administrative and coordination support to a specialized team responsible for managing information access requests and maintaining accurate records.

Access Request Coordination

• Log track and monitor incoming information access requests to ensure they are processed within required timelines.
• Coordinate the search retrieval and preparation of records from various internal program areas.
• Prepare documentation for release including scanning organizing files and supporting document review processes.
• Draft and prepare correspondence related to requests including acknowledgements and status updates.
• Track associated fees and assist with reconciliation and related documentation.

Public and Stakeholder Support

• Provide clear professional responses to general inquiries while ensuring confidentiality is maintained.
• Support positive working relationships with internal teams applicants and external stakeholders.
• Handle sensitive and confidential information with a high level of professionalism and discretion.

Records and Case Management

• Maintain both electronic and physical filing systems to ensure accurate record keeping and easy retrieval.
• Enter and maintain information within case management and database systems.
  Track documentation received from multiple departments and ensure files remain organized and complete.
• Assist with preparing internal reports and maintaining tracking logs.

Administrative and Office Support

• Maintain office reference materials policy documentation and internal resources.
• Assist with document management and file organization within the department.
• Monitor office supplies and equipment to support daily operations.
• Provide general administrative and operational support to the team as required.

Qualifications

To succeed in this role candidates should demonstrate:

Education & Experience

• High School Diploma required.
• Administrative Professional Certificate or Diploma is considered an asset.
  Previous administrative or office experience is strongly preferred.
• Experience working in a government healthcare or regulatory environment is considered an asset.

Technical Skills

• Proficiency in Microsoft Office including Word Excel PowerPoint Teams and SharePoint.
• Experience working with databases or case management systems is an asset.
• Strong document management and electronic filing skills.

Key Competencies

• Exceptional attention to detail and accuracy when handling documentation.
• Strong organizational skills with the ability to manage multiple priorities.
• Professional communication skills and a strong customer service mindset.
• Ability to handle confidential and sensitive information with discretion.
• Adaptability and the ability to work effectively in a busy deadline-driven environment.

Apply Today

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About Us

Executrade is one of Western Canadas most comprehensive full-service recruitment firms with over 50 years of expertise in connecting talented professionals with leading organizations.

We are proud to apply principles of diversity equity and inclusion in all our recruitment practices ensuring equal opportunities for all candidates. Our commitment to these values enables us to match organizations with a diverse range of top talent fostering workplace cultures that thrive on innovation collaboration and respect.

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