Department Secretary – Facilities Management #587-26 at Brightshores Health System

Categories: Clerical / Administration

Location(s): Owen Sound

Types: Full Time

DEPARTMENT: FACILITIES MANAGEMENT

POSITION LOCATION: OWEN SOUND

UNION AFFILIATION: OPSEU – CLERICAL

STATUS: FULL-TIME

REASON TO POST: DIRECT REPLACEMENT

WAGE RATE: $25.900 – $27.915

The Facilities Engineering Services Secretary provides essential clerical and administrative support to the Facilities Management team. This role ensures the effective operation of the department by managing correspondence, scheduling, record-keeping, and day-to-day administrative tasks, including entering invoices into the requisition system and ensuring they are appropriately signed off. Working in a fast-paced hospital environment, the secretary will contribute to maintaining an organized and efficient Facilities department that supports the hospital’s infrastructure and patient care objectives. Quality client service and professionalism are required in all interactions, with the ability to build positive working relationships with vendors and internal stakeholders, handle confidential matters, and ensure that deadlines are consistently met.

Qualifications

• Secondary School diploma with relevant experience in administrative/secretarial experience or post-secondary business/office administration education diploma or a related discipline.
• Three to Five (3-5) years of administrative experience in a computerized office environment, preferably in healthcare or academic setting with exposure to procurement and accounting processes
• Typing – 45 w.p.m. (to be tested)
• Advance knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook), with the ability to leverage technology to improve efficiency and organization. Familiarity with systems such as Work order management, MediPay, AutoCAD, and Bluebeam is an asset. (Word and Excel to be tested).
• Proven ability to manage payroll, staff scheduling, purchasing/purchase orders and reconciliation, invoice processing, records management, and policy documentation
• Experience preparing agendas, minutes, presentations, and action plans
• Strong interpersonal, written, and verbal communication skills with excellent attention to detail and accuracy
• Demonstrated client service skills, with the ability to build and maintain effective, courteous working relationships with vendors, contractors, and internal stakeholders and to respond to their requests and inquiries in a timely, professional manner
• Ability to prioritize task, manage multiple deadlines, and work in a dynamic environment with minimal supervision
• Experience with developing and working with spreadsheets including generation and creation of graphs, charts and reports.
• Recent satisfactory performance and attendance records
• Demonstrate, promote and encourage Brightshores’ values – We Show Up for Each Other, We Are Trusted to Act, We Create Solutions Together, We Strive for Better, We Share Accountability
• Advocates and supports a culture of patient safety and demonstrates an understanding of how the department service and assigned responsibilities contribute to overall patient safety at Brightshores through patient safety knowledge, skills and attitudes
• Commitment to fostering an inclusive, respectful and culturally safe workplace that embraces diversity and promotes equity and belonging
• Comply with all applicable health and safety policies, procedures and regulations, and actively contribute to maintaining a safe and healthy work environment

Preferred

• Experience in design/construction, operations and maintenance
• Familiarity with union Collective Agreements and compliance standards