Administrative Assistant-FMO

Detailed Overview

• Supporting the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients / clients / residents and families : Provides confidential administrative and secretarial support to a designated Director within the Facilities Management & Operations portfolio for Fraser Health (FH);
• triages information of a sensitive and confidential nature and coordinates the flow of information to ensure accurate and timely delivery of administrative services;
• keeps the Director apprised of issues and activities and interacts primarily with other Director / Managers and their administrative support staff at FH to professionally represent the Director's interests, share information, clarify details and answer questions;

works independently and communicates with internal and external stakeholders / customers within FH in a manner that promotes positive and respectful relationships.

Responsibilities Provides administrative support that respects the confidentiality and sensitivity of the work and ensures that administrative matters are organized and dealt with in a professional manner;

facilitates effective triaging of correspondence by determining the appropriate action and timely follow up. Coordinates and schedules meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information, supporting materials and preparation of packages / summary documents to assist in decision-making and meeting facilitation.

Maintains an updated and accurate appointment schedule for the assigned Director and others as required; determines the urgency and nature of requests, resolves time and scheduling conflicts and notifies all relevant parties of any changes / revisions.

Produces reports, correspondence, presentation materials, spreadsheets and memos using various software applications; maintains and updates various computer databases and web pages.

Represents the interests of applicable Director / department in administrative matters by utilizing strong communication abilities and possessing an understanding of stakeholder needs.

Ensures appropriate dissemination of information about organizational and / or program / service procedures, processes and the status of issues to internal and external stakeholders in an efficient manner.

Assists in budget development by ensuring information is current and accurately compiled; monitors expenditures and ensures invoices are authorized to predetermined amounts;

analyzes and reports variances for the program / department by gathering, compiling and calculating information; follow-ups with the assigned Director as required.

Maintains / processes items such as timekeeping records and vacation entitlements for the department and responds to related queries, Compiles and collates analytical information / data to assist in trending, comparing and benchmarking activities;

provides functioning administrative tools, systems and services in a systematic and organized manner; maintains inventory of stationary and supplies for the department.

Qualifications Education and Experience Grade 12 plus graduation from a recognized administrative assistant / secretarial post-secondary program plus three years' senior administrative support experience in a large complex health care environment, or an equivalent combination of education, training and experience.

Competencies Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.

Professional / Technical Capabilities : Ability to type 55 w.p.m. Proficiency with all Microsoft Office applications at an intermediate level.

Ability to work independently and manage multiple and rapidly changing priorities Ability to deal effectively with others Ability to operate related equipment Physical ability to perform the duties of the position