Administrative Assistant

About Us

St.Amant supports over 5,000 people in Manitoba with developmental disabilities, autism and acquired brain injury. We are a not-for-profit organization that offers a wide range of supports for adults, children and their families. Our over 2,000 staff follow a person-centred approach and adapt to the needs of each person and each family. St.Amant is guided by its core values of Collaboration, Hospitality, Excellence and Respect.

Position Summary and Scope of Service

Jordan’s Principle is a child first and needs based principle that applies equally to all First Nations children residing on and off reserve. It ensures there is no denial or delay for First Nations Children in receiving essential public services that are available to all other children.

St.Amant embraces the goal of Jordan’s Principle to ensure that all children have access to the health and social services they need in their community. We are currently recruiting a Counsellor to support this initiative.

Qualifications

Educational:

• Grade XII diploma or certificate
• Administrative Assistant or Secretarial training at a community college or career college level, with emphasis computer applications and office procedures
• Knowledge of medical terminology is an asset
• French language skills are an asset
  
  

Professional

• Previous experience as an administrative assistant or secretary
• Previous experience working in a healthcare setting
• Skilled in the use of current software tools and applications including Excel, Word, PowerPoint, Publisher, Access, and Outlook
• Experience creating and handling large, complex databases
• Proficient in the use of the full range of modern office equipment
• Experience performing a wide range of administrative/secretarial tasks
• Experience with complex record keeping and file systems
• High proficiency in and applying current best practices as they relate to office support functions, procedures, and techniques including the ability to compose correspondence, take minutes, produce large volumes of accurate and attractive documentation/materials
• Strong organizational and communication skills (written and oral)
• Demonstrated ability in developing relationships with clients and staff that are supportive and educational, and that reflect St.Amant Mission and Values
  
  

Personal

• Organized, professional and able to maintain effective interactions at all levels
• Self-motivated, confident, creative, innovative, productive, positive, energetic and collaborative
• Strong interest in process improvement; commitment to ongoing professional development and life-long learning
• Demonstrated confidential and ethical behaviour in the performance of all responsibilities
• Effective prioritization practices, efficient work methods that support due dates and required timeframes
• Ability to use good judgment in recognizing scope of authority
• Excellent written and verbal communication skill
• Flexible and able to work within a non-conventional schedule when this is of benefit to the assigned service area
• Ability to identify high risk situations and respond appropriately
• Ability to demonstrate behaviour consistent with the Mission and Values of St.Amant
• Ability to work harmoniously and contribute to effective employee and team relationships
• Ability to effectively manage variable stressors typically encountered in the workplace
• Projects a professional image
• Physically able to perform the duties of the position
• Successful completion of a satisfactory Criminal Record Check and Abuse Registry Check is required
  
  

Duties And Responsibilities

Program/Service Support:

Under the coordination of the Manager of Psychology Services and/or the Manager of Clinical Services, the Administrative Assistant provides administrative support consistent with the Mission, Values, policies, principal functions and priorities of St.Amant.

Duties Include

• Responsible for the compilation, organization, and dissemination of clinical and administrative data related to the service area and assisting in the preparation of reports and presentations in a variety of formats
• Responsible for organizing, creating and maintaining databases and electronic and paper file systems
• Organizes, prioritizes and ensures the delivery of effective, timely, courteous and professional services
• Assists management with process improvements related to the effective delivery of services
• Organizes and maintains mailboxes and collects, sorts and distributes mail in the assigned service area
• In conjunction with IT Services, provides support and basic instruction for the use of computers, telephones and other office technology
• Arranges for maintenance of basic office equipment including photocopiers, fax machine, printers, scanners and laminator
• Works on a variety of communication related projects as assigned
• Completes orders for equipment and supplies for the assigned service area and maintains a record of these
• Coordinates meetings, including scheduling and resources (i.e. room bookings, IT requirements,) for committee and staff meetings
• Compiles minutes for meetings
• Makes bookings for travel for clinicians to provide services in communities throughout Manitoba
• Makes bookings for off-site meeting
• Stocks printers and photocopier
• Submits work orders to Environmental Services for maintenance requests
• Updates QHR with staff competencies & skills
• Consults effectively with other supports and services to ensure coordination of planning
• Develops a clear understanding of health or client record documentation standards according to specific service area policies
• Reports and documents all high risk or potentially high-risk situations according to policy
• Establishes and maintains effective relationships with team members, other employees and leaders, clients, volunteers and external parties
• Works collaboratively with program and service leaders
• Exercises confidentiality and ethical practices in all work activities
  
  

Duties and Responsibilities also include but are not limited to:

• Human Resource Management
• Financial Resource Management
• Quality Management and Process Improvement
• Organization Planning and Development
  
  

The above information is intended to describe the general nature of this position and is not considered to be a complete statement of duties and responsibilities. Additional duties and responsibilities may be assigned provided they are consistent with the qualifications identified and fall within the parameters of this role.

We offer a competitive salary and a comprehensive benefits package that includes Health & Dental Plans, Life Insurance Plans, Long Term Disability, Employer Paid-Employee Assistance Plan, and Employer-Matched Pension Plan. We also offer access to an on-site gym, professional development training opportunities, and affordable staff parking.

This is a preference competition. All applicants are encouraged to apply; however preference will be given to Indigenous candidates. We encourage Indigenous applicants to self-declare in their attached cover letter.

St.Amant is a bilingual organization. Proficiency in both official languages (French/English) would be considered an asset.

As a Condition of Employment, successful candidates will be required to provide a satisfactory Criminal Record Check with Vulnerable Sector Screening, Adult Abuse Registry Check, Child Abuse Registry Check and Prior Contact Check.

As a Condition of Employment, new hires must complete a series of Occupational Health checks. This includes the requirement to confirm immunization or immunity of specific communicable diseases. Successful applicants will also be required to provide proof of COVID-19 vaccination prior to start date.

St.Amant supports equitable employment practices and promotes an inclusive workforce representative of the people we support including diverse abilities, backgrounds, cultures, and identities. Applicants can request reasonable accommodations in all aspects of the selection and hiring process.