Administrative Assistant - Ambulatory Care

Shared Health leads the planning and coordinates the integration of patient-centered clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.

Under the general direction of the Director Health Services, Ambulatory Care, the incumbent supports the Managers within the portfolio by providing administrative and secretarial tasks as needed, as well as coordinating effective and efficient provision of secretarial support. Duties include the ongoing monitoring and processing of capital and operating expenditures in the Program; assisting the Managers within the portfolio in dealing with confidential information and tasks (i.e., salaries, grievances, performance conversations);

coordinating meetings, attending and recording minutes; composing/typing correspondence, completing special projects, memoranda and reports, and confidential financial documents; performing miscellaneous administrative and secretarial duties; preparing materials for meetings; coordinating conferences/workshops; and supervising and monitoring the workload and performance of office support staff. When required, performs other secretarial and reception tasks.

• 3–5 years previous experience in a senior secretarial position requiring considerable communication with staff at all levels in the organization.

• Complete high school education, Manitoba standards, required.
• Successful completion of a recognized secretarial training program or equivalent related experience required.
• Certificate courses in supervision/administration/management preferred.

• Typing 60 wpm.
• Demonstrated proficiency in Windows and Microsoft Office, including Word, Outlook, Excel, Access, Publisher and PowerPoint required.
• Medical terminology required.
• Proficiency in Accuro, EPR, and SAP preferred.
• Familiarity with the Health Sciences Centre internal structure, corporate policies and procedures, and physical layout preferred.
• Must have excellent English communication (written and verbal) and interpersonal skills.
• Must be able to communicate with all levels of hospital personnel including Directors, Managers and frontline staff of all classifications.
• Must have decision‑making ability, good judgment, initiative, diplomacy and the ability to coordinate workflow and develop efficiencies.
• Major issues will be referred to the Manager Health Services.
• Must be able to function with limited guidance, supervision and monitoring.

• Frequent interruptions, noise and frequent review/revision of workload priorities.
• Fast‑paced, high‑stress environment with a heavy workload.
• Contact with staff, patients and public.

We have a unique ability to work together to make health care better. If you want to make a difference and contribute to supporting the health of your family, friends and neighbours, please apply today.

Interested candidates should select the “Apply” icon below to upload their cover letter, resume and copy of licenses/certification.

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.

Employee is not permitted to hold two or more positions in Shared Health that combine to equal more than 1.0 FTE.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.

We welcome applications from people with disabilities. Accommodations are available upon request during the assessment and selection process.

Manitoba healthcare employers, in partnership with the Indigenous community, are committed to increasing the representation of Indigenous People within all levels of our workforce. Indigenous applicants are encouraged to apply and to voluntarily self‑identify as being of Indigenous descent in their cover letter/application.