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.

Position Overview

This position is responsible for managing front desk operations and serving as the first point of contact for visitors and callers. The Administrative Assistant greets guests professionally, handles incoming calls, and manages correspondence such as mail and emails. Position duties include maintaining office supplies, managing confidential shredding, assisting with VISA/Amex requests, provides onboarding support including the assignment of access cards and photo ID badges, upholding building security protocols for visitors including fire marshall duties. This role is essential in maintaining efficient office operations and creating a positive first impression for the organization.

Main Function:

1. First point of contact for staff/visitors entering the office space; provides directions or information related to the building.
2. Performs all payroll duties for the department including time keeping, recording hours electronically, investigating discrepancies and initiating corrective action and monitoring vacation schedules and sick time utilization.
3. Receives telephone calls from across the organization and relays messages to staff members as appropriate.
4. Monitors office supplies including ordering and maintaining inventory and organizing and maintaining a purchasing record system.
5. Manages the flow of incoming and outgoing mail and other materials.
6. Takes initiative to handle matters and solve administrative problems not requiring the direct personal attention of the supervisor(s).
7. Maintains and updates a variety of databases including: data collection and entry to ensure the organization of information.

Experience

• Two years directly related experience required.
• Ability to work with senior leadership and all levels of staff in a professional manner.
• Experience maintaining spreadsheets and record systems.
• Experience with email and computerized calendars.
• Previous healthcare experience preferred but not required.

Education (Degree/Diploma/Certificate)

• Complete high school education Manitoba standards, required.
• Formal training or experience in applied office skills is required.
• A combination of education and experience may be considered.

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

• Proficiency with computerized systems (Microsoft Office Word, Excel, Access, and PowerPoint) required.
• Excellent communication skills, verbally and in writing.
• Ability to prioritize a large workload and independently complete a variety of administrative duties.
• Ability to work in a fast-paced environment and work effectively under pressure to meet deadlines.
• Demonstrated problem-solving skills.

Physical Requirements

• Required to work for long periods of time at a computer.
• Required to work onsite Monday to Friday.