Administrative Assistant Health & Wellness
Director of Health & Wellness
The Health & Wellness Assistant acts as a support to the Director he/she is responsible for providing administrative and clerical services. Providing these services in an effective and efficient manner will ensure that administration operations are maintained.
Assist with Director of Health in overseeing all aspects of Health & Wellness Department.
Maintain office calendar to coordinate work flow and meetings, and holidays.
Maintain confidentiality in all aspects of client, staff and agency information.
Interact with clients, vendors and visitors.
Prepare responses to correspondence containing routine inquiries.
Perform general clerical duties to include, but not limited to, budgets for special projects, copying, faxing, mailing and filing.
File and retrieve organizational documents, records and reports.
Create and modify documents such as invoices, reports, memos, letters, and statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, or other programs.
Set up and coordinate meetings and conferences.
Prepare agendas and make travel arrangements for staff.
Attend committee meetings, or other meetings as requested in order to record minutes.
Compile, transcribe and distribute minutes of meetings.
Collect and maintain inventory of office equipment and supplies.
Support staff in assigned project‐based work.
Assists in special events, such as fundraising activities and the annual meeting.
Assist with overall maintenance of the Health & Wellness Department and its offices.
Coordinate all travel for Health & Wellness staff.
Other duties as assigned by Director of Health & Wellness.
KNOWLEDGE, SKILLS AND ABILITIES
The incumbent must have proficient knowledge in the following areas:
knowledge of office
knowledge of council and committee systems
ability to maintain a high level of accuracy confidentiality concerning financial and employee files
The incumbent must demonstrate the following skills:
excellent interpersonal skills team building skills
analytical and problem solving skills
decision making skills
effective verbal and listening
attention to detail and high level of accuracy
very effective organizational skills
effective written communications skills
computer skills including the ability to operate spreadsheet and word-processing programs
stress management skills
time management skills
The incumbent must maintain strict confidentiality in performing the duties of Health Assistant. The incumbent must also demonstrate the following personal attributes:
be honest and trustworthy
possess cultural awareness and sensitivity
demonstrate sound work ethics
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty listed previously satisfactorily. The requirements listed below are representative the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or experience: The incumbent would normally attain the required knowledge and skills through completion of office procedures coursework combined with related administrative experience. Equivalencies will be considered.
Physical Demands: The Health Assistant will spend long hours sitting and using office equipment and computers, which can cause muscle strain. They will also have to do some lifting of supplies and materials from time to time.
Environmental Conditions: The incumbent is located in a busy, open area office. The incumbent is faced with constant interruptions and must meet with others on a regular basis.
Sensory Demands: The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering financial information which requires attention to detail and high levels of accuracy.