Position: Secretary 4
FTE: Full-Time Permanent
Department: Health PEI, Chief Nursing, Professional Practise & Quality Division
Location: Charlottetown, Prince Edward Island
Salary: $25.36 - $27.59
Start Date/ Term Length: Immediately
About The Position:
This position provides highly skilled senior-level administrative support to the Chief Nursing, Professional Practice & Quality Division of Health PEI. The position reports to and acts as a first point of contact for the Nurse Practitioner Director and Patient Experience Manager, within Health PEI. The incumbent functions as part of the team and must work with very limited supervision.
Duties:
- Demonstrate an understanding of Health PEI’s mission as well as that of the Patient Experience Division (including the philosophy of Patient & and Family Centered care), ensure vision and values and represent management’s philosophy in daily communications;
- Act as the first and main point of contact/resource for the Manager or Director by screening, prioritizing, redirecting, and resolving inquiries/conflicts/issues as they arise; escalate issues as appropriate to the Director and/or the Project Officers as required and appropriate;
- Screen incoming mail and reply to written, telephone and email enquiries including handling of highly sensitive and confidential matters as part of daily administrative duties;
- Ensure that matters requiring attention, in the absence of the Manager or Director, are referred to the delegated authority and/or handles them in such a manner as to minimize their absence;
- Prepare professional-quality correspondence, contracts, reports, presentations, memoranda, letters, spreadsheets, and other documentation on a variety of subjects including confidential topics, derived from a variety of sources (i.e., handwritten notes, electronic copy, prepared copy, email, etc.);
- Attend a wide and diverse number of provincial/divisional level committee meetings, Prepare and circulate agenda and relevant documentation before meeting; take and prepare minutes for distribution, and follow up on action items;
- Assist the Patient Experience Manager and the Provincial Nurse Director with personal time management by scheduling appointments according to priorities; protect identified time for office duties and reschedule appointments when conflicts arise; Book and prepare out-of-province travel arrangements as required;
- Provide assistance in coordinating the Patient & Family Partner Program by receiving applications, booking interviews with Potential Patient and Family Partners, retaining and updating Patent and Family Partner contact lists, and obtaining a current list of Health PEI committee requests for patient and family partners;
- Providing administrative assistance to the Provincial Patient Navigator as requested;
- Develop support and maintain operational project schedule monitoring documents and materials; coordinate regular review of information to ensure accuracy through regular auditing;
- Must be knowledgeable on budgeting processes and cycles, and divisional budgets and cost centers; purchasing, invoicing and receiving; human resources, mileage claims and payroll processes;
- Maintains a culture of safety within the organization and will be aware of their role in supporting patient/resident/client safely within the organization;
- Remains up-to-date and current with department and facility policies and processes that support patient/resident/client safety.
- Travel to alternate sites, as required; and other duties that arise related to this position.
Minimum Qualifications
- Successful- completion of Grade 12;
- Successful completion of a recognized secretarial/office studies Program;
- Extensive related secretarial experience at a senior level;
- Experience in undertaking independent projects of research and analysis with minimum direction and supervision;
- Demonstrated strong interpersonal, relationship building and communication skills;
- A high degree of proficiency in typing, editing, and composing correspondence; structuring meeting with the appropriate use of technology i.e., Video conferencing; teleconferencing;
- A high degree of proficiency using various software applications (i.e.; MS Office, Word, Excel, PowerPoint, Visio, Adobe, Webex, Outlook, Teams, Business Objects Peoplesoft, Oracle and Internet;
- Willingness to learn new programs as required with divisional changes;
- A high degree of proficiency with English composition; and demonstrated ability for minute taking/letter composition;
- Highly skilled in organization, time management, and interpersonal communication, both oral and written;
- Ability to multi-task and work under a demanding workload; work both independently and as a team member
- Demonstrated ability to use confidentiality, tact and diplomacy in dealing with concerns/complaints;
- Typing 50 words per minute.
Other Qualifications:
- Identified skills/knowledge would be considered an asset;
- Significant knowledge of Health PEI’s vision, mission and goals, programs and services, corporate and financial processes and policies, and of staff roles and relationships would be an asset;
- Background/experience in administrative systems design/improvement, i.e.; document management, web content, staff onboarding, staff training.
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
- Wellness Program
Salary Range: $25.36– $27.59 per hour
Bi-Weekly Hours: 75 hours bi-weekly / Monday – Friday Days, Evenings/Weekends, as required.
Job Type: Full-time
Salary: $25.36-$27.59 per hour
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
Schedule:
- Monday to Friday
- Weekends as needed
Supplemental pay types:
Ability to commute/relocate:
- Charlottetown, PE: reliably commute or plan to relocate before starting work (required)
Education:
- Secondary School (preferred)
Work Location: In person
Application deadline: 2023-09-23
