Job Specification
Position Title:
Administrative Assistant - (English and French)
Job Code:
08OAD - Office Administration 08
Purpose of Position :
To provide administration services to support the business operations and case management processes of the Health Boards Secretariat (HBS) in its support of administrative tribunals.
Duties / Responsibilities :
1. Opens, organizes and logs incoming and outgoing mail for the HBS and adjudicative tribunals and enters into the case management or mail tracking system. Determines urgency of documents, action required and monitors/ensures timely response to incoming correspondence within established deadline standards. Follows up as required to gather additional information/materials as requested, to assist HBS management/staff and Board members in the preparation of responses and the distribution of hearing materials to parties and members.
2. Receives and responds to HBS telephone and in-person inquiries including greeting visitors to the office, providing response to queries regarding the role of the HBS, related legislation and Board policies and procedures. Refers all non-routine inquiries to the appropriate staff member.
3. Coordinates arrangements for all meetings of management/staff in the HBS and Boards including the collation, compilation, copying, binding and distribution of hearing materials to parties and members. Books meeting locations/rooms, prepares agendas, schedules appointments, reschedules when necessary; coordinates hospitality. Coordinates travel/accommodation requirements for external meetings/conferences as required.
4. Reviews and processes travel expense claims and related accounting documents submitted by Board members including identifying discrepancies and contacting claimants to advise of financial policies and required changes. Utilizes IFIS for submission of approved claims to OSS for processing. Checks/processes invoices and P-card purchases.
5. Administers “bring forward” systems for the Chairs/Managers to track Board action items including projects, correspondence, meeting minutes.
6. Composes and prepares correspondence and uses word processing skills to produce a variety of reports, spreadsheets, meeting minutes, issue sheets and presentations using various software applications (e.g. word processing, data base, spreadsheet, presentation) to support management/staff and members at the HBS and Boards.
7. Assists in the administration and processing of HBS human resources information/documents (e.g. recruitment, contract renewals, vacation schedules, attendance). Arranges the opening/closing of staff WIN accounts, pass codes and email addresses.
8. Provides general administrative support services for the HBS including maintaining computerized/manual filing systems, reviewing/consolidating Board accounts data, updating contact and mailing lists, maintaining procedure manuals, monitoring/ordering stationary supplies, operating photocopiers and fax machines, and maintaining office equipment. Providing assistance to the Administrative Coordinator on projects related to the development and implementation of office administrative procedures, systems and practices within the Board.
Staffing and Licencing :
Typing of 40 words/minute.
Knowledge :
Job requires knowledge of:
• administrative service principles, methods and practices and government/ministry administrative policies, directives, standards and guidelines in such areas as finance and human resources to provide administrative services, process travel claims and invoices, and prepare human resources documents.
• government/ministry systems and processes related to the administration/processing of human resources documents, purchasing requisitions, and invoices/expense claim payments.
• branch and Board mandate(s), structure, programs and services as well as Board legislative authorities, policies and procedures to respond to inquiries, coordinate incoming materials and support all administrative requirements required by the Boards.
• the Secretariat's customer service principles to provide services within the Secretariat's performance objectives for customer service, quality and professionalism.
• the capabilities and operations of various systems and software programs including: word processing, case management systems, database management, spreadsheet, presentation, and organization chart applications, and ministry specialized administrative systems (e.g. IFIS, WIN) to administer various office computerized administrative systems, and to prepare reports, correspondence, corporate organization charts and presentations.
• operation and basic maintenance of standard office equipment (e.g. fax machines, photocopiers) to utilize office equipment.
Skills :
Job requires:
• reasoning and organizational skills to determine what matters should be given priority when performing a variety of different administrative responsibilities with conflicting deadlines, and to respond effectively to fluctuating work load demands.
• reasoning skills to administer the Chair's/Manager's calendar in order to determine the required length of meetings when scheduling appointments, and to identify what matters are important and urgent and should be given priority.
• reasoning skills to review incoming correspondence and information requests and refer to the appropriate staff member, and to determine the nature and urgency of calls received from OPS management/staff and external contacts and provide appropriate general information.
• reviewing and analytical skills to review travel and expense claims to determine compliance with established policies, identify discrepancy and resolve problems. • organizational skills to compile information for meetings, correspondence responses, and presentations.
• attention to detail to review/proof read documents for accuracy and completeness.
• reasoning skills to select the appropriate format for the preparation of a variety of documents.
• arithmetic skills to calculate employee attendance, reconcile/balance petty cash expenditures, and check/verify calculations on expense claims and invoices.
• computer skills to prepare documents using a variety of word processing, data base, and presentation software applications.
• verbal communication and interpersonal skills to respond to inquiries which are often of a sensitive nature where individuals from different cultural and ethnic backgrounds and those with special needs require special diplomacy and tact to ensure appropriate customer service.
• verbal communication and interpersonal skills to deal tactfully with board members in the resolution of expense claim errors.
• written communication skills to prepare standard correspondence.
Freedom of Action :
The position works in accordance with established government/ministry administrative policies, procedures and standards under the direction of the Deputy Registrar with coordination and technical guidance provided by the Administrative Coordinator.
• Work will be conducted in accordance with stewardship principles and objectives.
• Position requires latitude in decision making by selecting and determining which matters can be handled independently and which should be referred to the Administrative Coordinator, Deputy Registrar, Board Chair or other branch/section staff when responding to in-person and phone inquiries which are often of a sensitive nature and in working within an environment of very confidential and sensitive case related materials.
• Job requires latitude in decision making when determining urgency and action when opening mail; coordinating meeting arrangements, materials requirements, and in the provision of general information in response to inquiries to the HBS.
• Position requires reviewing travel expense claims, determining their compliance with established government policy and guidelines ensuring resolution to discrepancies prior to submission for approval.
• While the position consults with the Administrative Coordinator to clarify priorities, only unusual administrative issues that are not covered by established procedures/guidelines are referred.