Reporting to the Senior Deputy Director, Health Benefits and Provision, the Administrative Assistant will assist with a variety administration functions. The Administrative Assistant is responsible for administrative and office tasks including fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing in a timely manner.

The Administrative Assistant will further support in coordinating agendas and meetings as well as handling documentation and filing.

The Administrative Assistant will establish an effective working relationship with other Administrative Assistants and other key internal stakeholders, primarily staff, as necessary.

Overall Responsibilities

 Administration

• Supports the Senior Deputy Director, Health Benefits and Provision, with preparing and editing correspondence, communications, presentations and other documents.
• Files and retrieves documents and reference materials.
• Manages and maintains Deputy Director’s schedule, appointments and travel arrangements.
• Arranges and co-ordinates meetings and events.
• Conducts research, collects and analyzes data to prepare reports and documents.
• Records, transcribes and distributes minutes of meetings.
• Answers and manages incoming calls.
• Receives and interacts with incoming visitors.
• Liaises with internal staff at all levels.
• Co-ordinates project-based work.
• Reviews operating practices and implements improvements where necessary.
• Maintains inventory and office supplies. Anticipates office needs: evaluates new office products; places and often expedites orders when necessary.
• Other duties as necessary.

Competencies

Operational and Resource Management

• Applies an advanced knowledge of office management software, administrative practices and protocols and office equipment usage.
• Applies a full understanding of department operations, internal procedures, processes and policies as well as familiarity of organizational goals, initiatives and/or deliverables especially within Health Benefits and Provision.
• Supports the Senior Deputy Director, Health Benefits and Provision in a senior administrative capacity, managing short and long-term requirements.
• Conducts activities often of a highly sensitive and confidential nature, preparing and managing documentation and generating analytical/financial reports.
• Interprets and advises on a broad range of administrative support practices and procedures.
• Develops and maintains records, file systems, supply inventories and databases.
• Negotiates with administrative support vendors for items within budget.

System Transformation and Quality Assurance

• Identifies and independently resolves complex administrative support issues.
• Involved in sensitive and complex administrative support interactions, determining root causes and providing recommendations on selected resolution approach within the Health Benefits and Provision unit.
• Independently exercises judgment on complex administrative support decisions.
• Provides first level response to unexpected occurrences and emergencies and takes appropriate action.
• Recommends and initiates changes and revisions to administrative approaches and provides input on resolving unconventional issues.
• Recommends the acquisition of new equipment and resources.
• Leads the implementation of administrative function improvement initiatives.
• Manages work quality and productivity levels of team members and service outcomes.
• Develops a working knowledge of legislative and policy guidelines, monitoring their impact on the delivery of services.

People and Leadership

• Initiates action plans for self-development.
• Within established objectives, prioritizes own work activities and work of others.

Partnerships and Stakeholder Management

• Develops and maintains relationships with executives, directors, managers and other staff members across the organization to determine administrative support service needs and manage delivery expectation.
• Manages relationships with internal stakeholders to resolve complex administrative support issues.
• Manages relationships with external stakeholders to manage service requirements; resolve complex issues and manage administrative needs and expectations.
• Responds to more sensitive and controversial administrative issues and complaints from both internal and external stakeholders.

Minimum Education and Experience

• Minimum high school diploma or 2 BGCSEs including English or secretarial diploma
• At least 3 years’ experience providing support at a high level, preferably in a health care or insurance setting
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite

Personal characteristics

• Collaborative
• Demonstrates high integrity and ethical behaviour
• Is respectful and supports diversity
• Is results- and action-oriented
• Has strong interpersonal skills
• Is a strong and effective communicator
• Demonstrates computer literacy
• Meets deadlines
• Good attendance and punctuality
• Attention to detail