Full time Permanent Position
Monday – Friday 8:30 a.m. – 4:30 p.m.
1031 Portage Avenue
This is an exciting time for Manitoba health care. Manitoba’s health system is currently in transition with planning and changes aimed at improving the quality, accessibility and efficiency of health care services throughout Manitoba. AFM contributes to the health and resilience of Manitobans across the province by providing addictions services and supporting healthy behaviours. If you would like to be part of a foundation of excellence in addictions services and support and build a new vision of integrated health services in Manitoba, consider a career with us.
Reporting to the Director of Decision Support, Education and Staff Development, the Administrative Assistant is responsible for providing senior administrative support to the Director and for the design and development of administrative systems and office requirements for the department. Incumbents are expected to maintain independence in establishing work priorities and actions to be taken in non-routine varied work. This position requires a thorough knowledge of AFM’s policies, procedures and practices. Incumbents must use a high degree of initiative to perform complex tasks in a competent, efficient manner.
The incumbent will demonstrate the following:
- Ability to communicate respectfully and positively with staff and clients and presents self in an approachable and friendly manner.
- Ability to provide a welcoming, safe and supportive atmosphere to all individuals inquiring about our services.
- Understands and demonstrates a client centred approach.
- Demonstrates effective active listening and communications skills.
- Ability to take initiative in handling routine matters and inquiries, demonstrating common sense and use of past experience to develop potential solutions, understanding when to seek direction.
- Ensures that the privacy and confidentiality of staff and client information and relationships are maintained.
- Is coachable and adaptable — adjusts priorities and work goals as necessary while, maintaining a calm demeanor, when working under changing or unclear conditions.
- Is able to manage multiple duties and tasks effectively and efficiently.
- Works collaboratively in the context of a provincial organization, with numerous colleagues, to ensure a consistent AFM approach.
- Provides administrative support to the Director, Decision Support, Education and Staff Development and team.
- Prepare and schedule meetings, transcribe and follow up on action items.
- Responsible for the coordination, efficient management and confidentiality of records including office files.
- Handles special projects including research, report preparation and recommendations as assigned.
- Liaises with staff within the department to ensure that administrative requirements are met.
- Encourages the ongoing philosophy of continuous improvement amongst staff and coworkers.
- Ensures that duties are conducted to reflect good communication to staff, clients and general public.
- Responsible for accounts payable.
- Responsible for the completion of administrative tasks associated with confidential responsibilities, e.g., personnel transactions, recruitment activities, drafting correspondence.
- Provides guidance, support and some supervision to office assistants in the department.
- Provides coverage for office assistants and is back-up administration for the Executive Offices providing board support on occasion.
- May participate on committees, teams or work groups at the local, regional, provincial or national level.
- Abides by the AFM’s Code of Conduct and maintains professional conduct at all times.
- Responsible for supporting and following established Workplace Safety and Health policies and procedures.
- Responsible for protecting the health and well-being of staff, clients, visitors and community by following established infection prevention and control policies and procedures.
QUALIFICATIONS: Completion of a recognized business or community college course in the office administration area and three (3) years’ experience in a senior administrative role and/or a suitable combination of education and experience. Ability to handle a varied workload in an organized and efficient manner. Excellent communication skills including ability to compose routine correspondence on own initiative or non-routine correspondence with direction. Ability to work in a team environment and to work independently with general direction. Ability to handle reception duties and to deal effectively with staff, clients and the general public. Demonstrated knowledge and proficiency using Microsoft Office (Word, Excel, Access, PowerPoint, Publisher) with proficiency in email and calendar management. Ability to handle confidential material. Demonstrated understanding of, and sensitivity to, working with culturally diverse populations. Knowledge of addictions and mental health an asset. Fluency in English (French verbal and written an asset).
The Competencies for the Administrative Assistant opportunity are:
- Effective communication
- Attention to Detail
- Analytical Thinking and Decision Making
- Client Service Orientation
- Continuous Learning
- Diversity and Cultural Responsiveness
- Ethical Conduct and Professionalism
- Strong interpersonal skills with the ability to foster collaboration and partnership
- Planning and Organizing
It is AFM practice to conduct a criminal and child abuse registry check prior to finalizing the appointment of successful candidates.
Competition No.: 2021-109
Salary Range: “Out of Scope” Salary to commensurate with qualifications and experience
Closing Date: June 21, 2021
Apply in writing to:
Director, Decision Support, Education and Staff Development
Addictions Foundation of Manitoba
2 – 1031 Portage Avenue
Winnipeg, MB R3G 0R8 Fax: (204) 779-9165
We thank all applicants for their interest in employment with the Addictions Foundation of Manitoba however only those selected for further consideration will be contacted.