Administrative Support IV

Reporting to the Access and Disclosure Manager, this position provides advanced administrative and office support to the Manager, Supervisors, Advisors, Coordinators, and frontline staff within the Access and Disclosure department. The role is responsible for developing presentations, orientation materials, and departmental manuals, as well as providing administrative support for recruitment, payroll, and the production of statistical reports using multiple reporting systems. Key duties include managing timekeeping processes for the provincial team; processing invoices and expense claims; reconciling expenditures with financial reports; and coordinating meetings and travel arrangements for the management team. The position establishes and maintains departmental records, prepares and safeguards confidential personnel and administrative information, and coordinates IT-related requests for hardware, software, network access, and devices. Additional responsibilities include developing, maintaining, and implementing the orientation process for new employees, ordering and maintaining office supplies, and responding to inquiries from the public and internal and external stakeholders by directing them appropriately. The role also provides guidance, training, and support to administrative staff while demonstrating a positive, service-focused approach. This position requires strong attention to detail, excellent organizational skills, and the ability to manage competing priorities while meeting deadlines. You work independently with minimal supervision and thrive in a collaborative, interdisciplinary environment. Clear, respectful communication and a commitment to high-quality customer service contribute to the overall success of the Access and Disclosure team.

As an Administrative Support IV, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program.

Some post-secondary education.

A minimum of two years’ recent experience in progressively responsible administrative positions within a health care-based organization, required. Typing speed of 65 words per minute (testing required). Intermediate experience with MS Suite (testing required). Excellent communication skills, both written and verbal. Experience with electronic file management. Excellent time management and critical thinking skills. Demonstrated accuracy with computer/administrative duties. Demonstrated organizational skills. Experience managing competing priorities in a fast-paced healthcare environment. Ability to exercise judgment, professionalism, diplomacy, and discretion when dealing with sensitive and confidential issues. Excellent interpersonal and relationship building skills. Grade 12 or recognized equivalent, required. Completion of recognized administrative professional post-secondary program or a Canadian Health Information Management Association certified Health Information-Certified Associate (HICA) program. An equivalent combination of previous experience and education may be considered.

Considerable knowledge in AHS processes including timekeeping, e-People, financial reporting, RMS, Connect Care reports, etc. Excellent communication/interpersonal/organizational skills in order to respond to complex requests and circumstances. Ability to complete duties with numerous interruptions and to prioritize and balance workload. Ability to work in a provincial program. Ability to be an effective team member.