Job DescriptionJob Description: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: Reporting to the Manager, Case Management, the Administrative Assistant provides services in accordance with the Mission and Values of St.Amant, policies and procedures of the service area, external legislation and all relevant professional standards of practice. The Administrative Assistant is familiar with and promotes a customer service focus in the provision of services to clients, staff and in other professional relationships. The Administrative Assistant participates in continuous quality improvement activities, including contributing to the development, modification and implementation of service area goals, objectives, policies, procedures and standards. The Administrative Assistant provides support to staff and service area managers in a variety of administrative functions relating to the operation of the assigned service area. The Administrative Assistant performs all duties professionally, ethically and with integrity. The Administrative Assistant takes an active role and personal responsibility for continuous learning to promote knowledge and best practices. The Administrative Assistant participates in staff development opportunities and is familiar with and adheres to all policies related to risk management and promotes and follows all safe, healthy and respectful workplace practices. Qualifications: Educational:Grade XII diploma or certificateAdministrative Assistant or Secretarial training at a community college or career college level, with emphasis computer applications and office proceduresKnowledge of medical terminology is an asset Professional:Previous experience as an administrative assistant or secretaryPrevious experience working in a healthcare settingSkilled in the use of current software tools and applications including; Excel, Word, PowerPoint, Publisher, Access, and OutlookExperience creating and handling large, complex databasesProficient in the use of the full range of modern office equipmentExperience performing a wide range of administrative/secretarial tasksExperience with complex record keeping and file systemsHigh 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/materialsStrong 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 ValuesGeneral knowledge of Children's disAbility Services, Community Living disAbility Services and/or The Department of Education within Manitoba is an asset Personal:Must be fluent, in speaking, reading and writing in both the French Language and English Language. Prior to hire, testing will be conductedOrganized, professional and able to maintain effective interactions at all levelsSelf-motivated, confident, creative, innovative, productive, positive, energetic and collaborativeStrong interest in process improvement; commitment to ongoing professional development and life-long learningDemonstrated confidential and ethical behaviour in the performance of all responsibilitiesEffective prioritization practices, efficient work methods that support due dates and required timeframesAbility to use good judgment in recognizing scope of authorityExcellent written and verbal communication skillsFlexible and able to work within a non-conventional schedule when this is of benefit to the assigned service areaAbility to identify high risk situations and respond appropriatelyAbility to demonstrate behaviour consistent with the Mission and Values of St.AmantAbility to work harmoniously and contribute to effective employee and team relationshipsAbility to effectively manage variable stressors typically encountered in the workplaceProjects a professional imagePhysically able to perform the duties of the positionSuccessful 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, Community Nursing 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 formatsResponsible for organizing, creating and maintaining databases and electronic and paper file systemsOrganizes, prioritizes and ensures the delivery of effective, timely, courteous and professional servicesAssists management with process improvements related to the effective delivery of servicesOrganizes and maintains mailboxes and collects, sorts and distributes mail in the assigned service areaIn conjunction with IT Services, provides support and basic instruction for the use of computers, telephones and other office technologyArranges for maintenance of basic office equipment including photocopiers, fax machine, printers, scanners and laminatorWorks on a variety of communication related projects as assignedCompletes orders for equipment and supplies for the assigned service area and maintains a record of theseCoordinates meetings, including scheduling and resources (i.e. room bookings, IT requirements, catering) for committee and staff meetingsCompiles minutes for meetingsMakes bookings for off-site meeting and catering requirementsStocks printers and photocopierSubmits work orders to Environmental Services for maintenance requestsUpdates QHR with staff competencies & skillsConsults effectively with other supports and services to ensure coordination of planningDevelops a clear understanding of health or client record documentation standards according to specific service area policiesReports and documents all high risk or potentially high risk situations according to policyEstablishes and maintains effective relationships with team members, other employees and leaders, clients, volunteers and external partiesWorks collaboratively with program and service leadersExercises confidentiality and ethical practices in all work activities 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. St.Amant is a bilingual organization. Proficiency in both official languages (French/English) would be considered an asset. 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. 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. 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. Adjoint administratif Comme il s'agit d'un poste dsign bilingue, le test de langue franaise sera effectu avant l'offre. Le niveau B+ ou plus lev est requis, sauf accord contraire du programme. notre sujet St.Amant soutient plus de 5 000 Manitobains et Manitobaines qui ont des troubles du dveloppement, des troubles du spectre de l'autisme ou une lsion crbrale acquise. Notre organisme but non lucratif offre une vaste gamme de mcanismes de soutien aux adultes, aux enfants et leurs familles. Nos quelque 2 000 employs prconisent une dmarche axe sur la personne tout en s'adaptant aux besoins de chaque personne et de chaque famille. St.Amant est guide par nos valeurs fondamentales que sont la collaboration, l'hospitalit, l'excellence et le respect. Description du poste et tendue des services : Sous la responsabilit de la gestionnaire, des services d'autisme, l'adjoint administratif ou l'adjointe administrative fournit des services conformment la Mission et aux Valeurs de St.Amant, aux politiques et procdures spcifiques cette zone de services, la lgislation externe ainsi qu' toutes les normes de pratique professionnelle pertinentes. L'adjoint administratif ou l'adjointe administrative connait et promeut une approche axe sur la clientle dans la fourniture de services aux clients, aux membres du personnel et toute relation professionnelle. L'adjoint administratif ou l'adjointe administrative participe aux activits d'amlioration continue de la qualit, apportant sa contribution notamment l'laboration, la modification et l'application des buts, objectifs, politiques procdures et normes de cette zone de services.L'adjoint administratif ou l'adjointe administrative apporte son soutien aux membres du personnel et aux gestionnaires de cette zone de services en adoptant diverses fonctions administratives lies au fonctionnement de la zone de services assigne. L'adjoint administratif ou l'adjointe administrative effectue toutes ses tches de manire professionnelle, thique et intgre. L'adjoint administratif ou l'adjointe administrative adopte un rle actif et s'engage personnellement dans l'apprentissage continu pour promouvoir les connaissances et les meilleures pratiques. L'adjoint administratif ou l'adjointe administrative participe aux occasions de perfectionnement donnes aux membres du personnel, connait et adhre toutes les politiques lies la gestion des risques, encourage et respecte toutes les pratiques en milieu de travail scuritaires, saines et respectueuses. Qualifications : Acadmiques :Diplme ou certificat de 12e anneFormation d'adjoint administratif ou de secrtaire niveau collge communautaire ou collge carrire, avec une importance apporte aux applications informatiques et aux procdures administratives Connaissance de la terminologie mdicale est un atout Professionnelles :Exprience antrieure en tant qu'adjoint administratif ou secrtaireExprience antrieure de travail dans un environnement mdical Comptence dans l'utilisation des outils et applications logiciels, notamment Excel, Word, PowerPoint, Publisher, Access et OutlookExprience dans la cration et l'utilisation de bases de donnes importantes et complexesBonne matrise d'une grande varit de matriel de bureau moderneExprience dans la ralisation de tches administratives / de secrtariat trs diversesExprience dans l'utilisation de systmes de fichiers et de tenue de registres complexes Bonne matrise des meilleures pratiques et de leur application au niveau des fonctions, procdures et techniques lies au soutien administratif, notamment la capacit rdiger la correspondance, les comptes rendus, produire une grande quantit de documents prcis et attrayantsLa matrise du franais oral est obligatoire. Il faut obligatoirement passer un test de franais et obtenir au moins un B+ en expression orale et en comprhension orale pour pouvoir comprendre le franais et communiquer dans cette langue sur demandeSolides comptences organisationnelles et aptitudes en communication (crit et oral)Comptence avre dans le dveloppement de relations avec les clients et les membres du personnel axes sur le soutien ainsi que la pdagogie, et qui refltent aussi bien la mission que les valeurs de St.AmantCulture gnrale des Services aux enfants handicaps, des Services d'intgration communautaire des personnes handicapes ou du ministre de l'ducation au sein du Manitoba est un atout Personnelles :Personne organise, professionnelle et capable d'entretenir des changes efficaces tous les niveaux, motive, confiante, crative, innovatrice, productive, positive, dynamique et ayant un tat d'esprit collaboratif Intrt marqu pour l'amlioration des processus; engagement envers la formation professionnelle continue et l'apprentissage tout au long de la vie Respect de la confidentialit et comportement thique avrs dans l'excution de toutes les tchesPratiques de priorisation efficaces, mthodes de travail efficientes respectant les chances et priodes de temps exiges Capacit faire preuve de discernement pour reconnaitre les limites des pouvoirsExcellentes aptitudes pour la communication orale et criteCapacit s'adapter et travailler selon un horaire non conventionnel quand cela sert les intrts de la zone de services assigne Capacit identifier les situations haut risque et d'y ragir en consquence Capacit adopter un comportement conforme la mission et aux valeurs de St.AmantCapacit travailler de manire harmonieuse et d'entretenir des relations efficaces avec les membres du personnel et l'quipeCapacit grer efficacement les facteurs de stress rencontrs typiquement sur le lieu de travail Renvoyer une image professionellePhysiquement capable d'excuter les tches lies au posteVrification satisfaisante du casier judiciaire et du registre des mauvais traitements obligatoire Tches et responsabilits : Soutien du programme / service :Sous la coordination de le gestionnaire des services de cas, l'adjoint administratif ou l'adjointe administrative apporte un soutien administratif conforme la mission, aux valeurs, politiques, fonctions et priorits de St.Amant. Tches :Responsable de la collecte, organisation et diffusion des donnes mdicales et administratives lies la zone de services et aider prparer les rapports et prsentations dans divers formatsResponsable de l'organisation, cration et tenue jour des bases de donnes ainsi que des systmes de fichier lectronique et de dossier papierOrganiser, prioriser et assurer une prestation de services dans les dlais, efficace, courtoise et professionnelleAider la direction amliorer les processus au niveau de l'efficacit de la prestation des servicesOrganiser et entretenir les botes aux lettres, rceptionner, trier et distribuer le