Administrative Assistant, Employee Experience

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 administrative and secretarial support to the Executive Director and / or Director by performing duties such as drafting and typing correspondence, generating reports and presentations, responding to a variety of internal and external inquiries, managing appointment calendars, coordinating the work flow for the assigned area, and developing and implementing new work methods and procedures.

Responsibilities Provides administrative and secretarial support by drafting correspondence, transcribing and typing correspondence, reports, presentations, and memoranda.

Researches, organizes, and summarizes support materials. Generates reports and presentations. Responds to a variety of internal and external inquiries by serving as the primary point of contact and providing information directly or referring to appropriate area or individual.

Manages appointment calendars including scheduling and coordinating meetings and / or conferences. Resolves scheduling conflicts and issues.

Coordinates the work flow within the assigned area. Receives, reviews, and processes information and takes follow-up action as required.

Develops and implements new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes.

Provides timekeeping functions for the department as required. Assists in the monitoring of expenditures for budget reports by gathering, compiling, and calculating information;

researches expenses using online reporting functions, advises on variances. Performs clerical functions such as sorting and distributing incoming and outgoing mail, faxes, internal correspondence and courier documents.

Arranges meetings as directed. Books and sets up meeting rooms, prepares meeting agenda, organizes meeting materials, records and prepares minutes of meeting.

Conducts or ensures follow-up on action items from meeting. Performs record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems and databases, indexing files and materials to be filed, and conducting file searches for requested information.

Performs other related duties. Qualifications Education and Experience Grade 12 supplemented with courses from a recognized secretarial program plus three years' recent related experience in a large complex business environment or 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 at 50 w.p.m. and proficiency in using word processing, spreadsheet and database applications.

Ability to operate standard office equipment and relevant computer software. Physical ability to perform the duties of the position.