Job Overview
We are seeking a highly organized and professional Office Administrator/Secretary to join our team. The ideal candidate will manage daily administrative operations, support team members, and ensure the smooth functioning of the office environment. This role requires excellent communication skills, strong organizational abilities, and experience in office management to facilitate efficient business processes. The Office Administrator/Secretary will play a vital role in maintaining office procedures, overseeing clerical tasks, and supporting human resources functions as needed.
Administrative Support
- Provide administrative and clerical support to the PAHS Operations Manager and allied health team.
- Prepare, edit, proofread, and distribute correspondence, reports, meeting minutes, and other documents.
- Maintain organized filing systems, both electronic and paper-based.
- Assist with scheduling meetings, appointments, and staff travel arrangements.
- Coordinate office calendars and meeting schedules.
Reception and Communication
- Serve as the primary reception contact for the Winnipeg office.
- Answer telephone calls, emails, and general inquiries in a professional and timely manner.
- Greet visitors and clients attending the office.
- Facilitate communication between PAHS staff, school personnel, families, and external service providers when needed.
Records Management
- Maintain confidential employee, student, and program records at the Winnipeg office.
- Ensure secure handling and storage of sensitive information in accordance with privacy legislation and organizational policies.
- Assist with data entry and database maintenance.
Financial and Operational Support
- Assist with purchase orders, invoices, expense tracking, and procurement processes.
- Maintain office supply inventories and coordinate ordering of supplies and equipment.
- Support the preparation of operational reports and documentation.
- Assist with organizing staff meetings, training sessions, and professional development activities.
Human Resources Support
- Assist with employee onboarding and administrative paperwork.
- Maintain personnel files and employment records.
- Support recruitment activities by coordinating interviews and preparing hiring documentation.
Other Duties
- Support special projects and initiatives as assigned.
- Perform additional administrative duties related to the operation of the Pikangikum Allied Health Services Program.
Qualifications
Required
- Diploma or certificate in Office Administration, Business Administration, or a related field.
- Minimum one (1) year of administrative or secretarial experience required.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Ability to work independently and manage multiple priorities.
- High level of professionalism and discretion when handling confidential information.
Preferred
- Experience working in healthcare, education, social services, or Indigenous organizations.
- Knowledge of allied health services and multidisciplinary service delivery models.
- Familiarity with First Nations communities and organizations.
Knowledge, Skills, and Abilities
The successful candidate will demonstrate:
- Strong attention to detail and accuracy.
- Excellent interpersonal and customer service skills.
- Ability to maintain confidentiality and professional boundaries.
- Strong problem-solving and organizational skills.
- Ability to work collaboratively within a multidisciplinary team environment.
- Commitment to providing respectful and culturally responsive services.
Pay: $50,000.00-$82,159.00 per year
Benefits:
- Company events
- Dental care
- Employee assistance program
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
