Administrative Assistant

Administrative Assistant

Background

Keewaytinook Okimakanak Health will provide Nursing Services in the First Nations communities of Deer Lake and North
Spirit Lake. Primary health care in these isolated and remote communities is provided by a dedicated team of nurses and
allied health professionals working in community Nursing Stations. Management and administrative support for KO
nurses is provided by KO' s management team based in Red Lake and Thunder Bay. The successful provision high quality
nursing services is enabled by a foundation of strong administrative support.

Position Details

Position Title: Administrative Assistant

Department : Nursing Services

Employment Location:

Duration: Indeterminate

Level of Effort : Full Time

Hours of Work: 35 hours per week

Summary

Reporting to the Director of Nursing , the Administrative Assistant plays a vital role in the effective and efficient
functioning of the organization. The Administrative Assistant is responsible for making travel and meeting arrangements,
preparing reports, maintaining office equipment and supplies. As a key enabler for both the management team and a
nursing team working in remote and isolated communities the Administrative Assistant anticipates individual and team
needs and proactively proposes and implements solutions. This includes developing and revising administrative
processes to meet the evolving needs of the organization.

Good communication and coordination is valued at KO and the Administrative Assist ant will play an important role in
realizing thi s value through demon strating professionalism in their interactions with team members, partner
organizations, and supplier s. The Administrative Assistant will also be asked to help plan, coordinate, and complete the
logistics for face-to-face meeting s within the KO team and with external partners. The ideal candidate should have
excellent oral and written communication skills and be able to organize and carry out their work using tool s such as MS
Office and standard office equipment.

Responsibilities

1. Respond to and direct correspondence including phone calls, emails, letters, and faxes
2. Organize and schedule meetings and appointments including taking minutes during meetings
3. Assist in the preparation of regularly scheduled reports
4. Develop and maintain filing systems
5. Provides information by responding appropriately to questions and requests in a timely and professional manner.
6. Update and maintain office policies and procedures. This may include the creation or revision of systems and
procedures based on identified needs. The Administrative Assistant may identify these needs through analyzing
operating practices, record keeping systems, forms control, office layout, budgetary and personnel
requirements.
7. Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies,
placing and expediting orders for supplies, verifying receipt of supplies, and identifying new deals and suppliers
8. Book travel arrangements including for a team of nurses working in remote and isolated communities
9. Manage expense processes from estimating costs, through approval, execution, and reconciliation of expense
reports
10. Provide general support to visitors that may include booking travel, accommodation, preparing visitor
information packages, coordinating meeting scheduling, and organizing meal or refreshment options.
11. Maintain contact lists and act as the point of contact for internal and external clients
12. Coordinate with other administrative assistants to coordinate support of shared office services and handle
requests and queries from senior managers
13. Ensure reliable operation of equipment by completing preventive maintenance requirements, calling for repairs,
maintaining equipment inventories, and evaluating new equipment and techniques.
14. Supports planning and logistics for meetings, workshops, trainings, and other events by identifying meeting
needs and sourcing, coordinating, and delivering solutions. This may include developing meeting budgets,
invitation lists, invitation letters, meeting agendas, materials, and post meeting evaluations. It may also include
coordinating correspondence with event participants and external vendors. Other event needs may include
managing travel, accommodation, food, venue, and audio-visual needs.
15. Supports the onsite logistics for events by preparing the meeting room, setting up and operating audio-visual
equipment, handling event registration and sign-in, taking minutes, producing a meeting report, and trouble
shooting logistics and other needs as they arise.
16. Develops administrative knowledge and skills by recognizing existing skills gaps reviewing professional
publications, establishing professional networks, participating in professional societies or associations, and
identifying appropriate educational and/or experiential growth opportunities.
17. Contributes to team effort by accomplishing related results as needed or requested.

Knowledge, Skills, and Abilities

1. High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
2. Proven experience as an Administrative or Executive Assistant
3. Knowledge of office management systems and procedures
4. Working knowledge of office equipment, like printers and fax machines
5. Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
6. Excellent time management and organizational skills and the ability to prioritize work
7. Attention to detail and problem solving skills
8. Excellent written and verbal communication skills in English
9. Ability to speak Cree, Oji-Cree, or Ojibway is an asset.
10. Knowledge of the historical context that affects First Nations health including government policies, residential
schools, treaties, intergenerational trauma, and the findings of the Truth and Reconciliation Commission.
11. Familiarity with Microsoft Office tools and a willingness to learn and use other software including electronic
charting tools.
12. Excellent report writing skills.
13. Willingness and ability to tr avel in support of meetings and workshops.

Interested applicants are asked to send a copy of their cover letter , resume and three references to :

carmenmcfatridge@ kochiefs.ca

Closing date: Tuesday, January 30 2018

Company: 
Keewaytinook Okimakanak Health
Job Location: 
POINT (-93.828916 51.0145968)
Closing Date: 
Tuesday, January 30, 2018 - 16:30