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Job Stream: Non-Clinical

Anticipated Start Date - End Date: To Be Determined - 07/29/2027

Reason for Term: Maternity Leave

Union : Non Union

FTE: 1.00

Anticipated Shift: Days

Daily Hours Worked: 7.50

This term position is concurrently a MATERNITY/PARENTAL LEAVE OF ABSENCE term and an INDEFINITE LEAVE OF ABSENCE term. In the event one of the leave of absences concludes earlier than the date referenced above, the term of this position will expire sooner with applicable notice: 1) Maternity/Parental leave of absence with a minimum two (2) weeks notice or one (1) pay period (whichever is longer); or 2) Indefinite leave of absence with a minimum of 24 hour notice of return of the current incumbent.

POSITION SUMMARY

Under the general supervision of and responsible to the Director/Regional Manager/Manager; the Administrative Assistant is committed to the vision, mission, values and strategic priorities of Prairie Mountain Health functioning within the facility /program of their position. Within their delegated authority, the Administrative Assistant is responsible for decision-making, supervision and management of a work unit, performing diverse and routine to complex administrative work that may involve supervision of staff. The Administrative Assistant participates with an interdisciplinary team within the program(s) portfolio and regional team structure. The Administrative Assistant functions in a confidential labour relations capacity in matters relating to labour relations.

QUALIFICATIONS:

Grade 12 education (MB Standards)

Graduate and/or certification from a recognized Business Administration Program

Three (3) years equivalent full-time experience in the last five years in an administrative, financial or relevant health related discipline

Other combinations of education and experience may be considered

Province of Manitoba Class 5 Drivers License and access to a personal vehicle to provide service within the Prairie Mountain Health.

Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology

Demonstrated leadership and supervisory ability

Demonstrated ability in maintaining effective interpersonal working relationships required

Demonstrated critical thinking skills required

Demonstrated sound organizational skills, and the ability to work independently

Demonstrated written and oral communication skills

Demonstrated professional and personal commitment for professional development, lifelong learning and continuing education

Ability to prioritize in a changing environment

Ability to respect and promote a culturally diverse population





Ability to respect and promote confidentiality

Ability to perform the duties of the position on a regular basis

RESPONSIBILITIES:

Overview:

Administrative Support

Manages Director/Regional Manager/Manager schedule; makes travel arrangements; monitors e-mails redirecting or responding as appropriate.

Attends meetings, documents minutes of meetings and follows-up, as required.

Maintains employee personnel files, if applicable; acts as a contact for employee questions; prepares letters of offer; completes appropriate documentation for benefit plans/LOA’s; ensures appropriate authorization for absences or schedule adjustments and records electronically or forwards documentation to scheduling.

Develops and maintains central filing system for Director/Regional Manager/Manager, including management of records retention according to regional policies.

Reception

Responds directly, redirects or brings to the attention of others, telephone and personal enquiries/complaints from programs and departments, community groups, agencies and citizens.

Responds tactfully, screens and refers appropriately

Orientates, trains and coaches staff.

Provides directions to staff as necessary.

Facilitates a positive work environment through supporting an empowered model of decision-making.

Demonstrates knowledge of communication principles and communicates respectfully with all staff, both individually and as a group, to promote productive/effective functioning.

Acts as a resource for staff regarding software applications within the program.

Contributes to change processes through effective role modeling, support and delegation.

Assists with ensuring compliance with the Prairie Mountain Health policies, professional standards, ethical practice and other regulations or standards as appropriate.

Complaints Management

Assesses complaint; and determines appropriate resolution.

Follows-up and provides appropriate communication.

Monitors and trends data.

Schedule Management

Develops master rotations.

Problem solves related to vacant shifts and position.

Leads vacation planning, including conducting meetings with staff.

Analytical Review

Develops Business Case/SBAR including research, analysis and providing recommendations.

Monitors, analyzes and reports trends in concerns and complaints.

Assists with planning, implementation and evaluation of new programs.





Conflict Resolution – Program/Department and Interdepartmental

Resolves complex issues within established policies and procedures and areas of expertise.

Financial and Capital Budget and Variance Reporting Management

Prepares of budget documentation.

Monitors financial accounts and monthly financial statements.

Processes financial transactions

Assists /leads the variance analysis and forecasting process for the program and submits the required reports to the Finance department.

Prepares documentation for capital acquisition process including researching products and pricing, in consultation with Materiel’s Management as required.

Approves spending within delegated authority and may include interaction with vendors.

Ensures monthly statistical and management reports are completed and distributed as appropriate.

Human Resources Management

In consultation with Human Resources, interprets Collective Agreement, including Doctors Manitoba, if applicable.

Participate in staff recruitment efforts and processes.

Performance Management; Attendance Management; Ability Assistance.

Other

Contributes to a healthy environment through Respectful Workplace Wellness initiatives/presentations etc.

Participates as a member of the health care team.

Adheres to established policies and procedures.

Carries out activities in a self-directed, responsible manner, which reflects legal ethical and practice standards.

Completes special projects as may be assigned by the respective Director/Manager.

Other duties as assigned.

Applicants already employed with Prairie Mountain Health may be considered for this position before other applicants. Please continue to apply for positions that are of interest to you.

This position is subject to a Criminal Records Check (including vulnerable sector), Adult Abuse Registry Check, and a Child Abuse Registry Check. The successful candidate will be responsible for any services charges incurred.

If you are an external applicant, please include three work related references with this application. They must be from persons who are not related to you, and who have direct knowledge of your past work performance.

Upon being considered for employment, your signature or electronic submission of this application form is your authorization to complete said reference checks.

PMH has an Indigenous Human Resource Initiative and is committed to increasing the representation of Indigenous people within all levels of our workforce. Indigenous applicants are encouraged to voluntarily self-identify as being of Indigenous descent in their cover letter and/or within their application form.

We thank all applicants that apply but only those candidates selected for an interview will be contacted.

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📌 Administrative Assistant (Manitoba)
🏢 Prairie Mountain Health
📍 Manitoba