Job Title: Healthcare Administrative Assistant
Location: Sherbrook St, Winnipeg
Pay Rate: $17/hr
Hours: Monday to Friday, 8:30 AM – 4:30 PM (½ hour unpaid lunch)
Start Date: ASAP
End Date: March 31, 2026
EDUCATION:
• Complete high school education, Manitoba standards, required.
• Successful completion of a recognized secretarial training program required.
• A combination of education and experience may be considered.
SPECIAL TRAINING:
• Typing 50 wpm required. Medical Terminology (75% pass mark) required.
• Demonstrated proficiency in the use of Microsoft office (Word, Outlook, Access, Excel and PowerPoint) required.
• Knowledge of SAP preferred.
• May be required to learn and use department specific software and technology.
EXPERIENCE:
• Two (2) years recent, related secretarial experience in a healthcare setting required.
• Excellent interpersonal skills and English communication skills, oral and written, required.
• The ability to communicate with all levels of patients, personnel, as well as various outside agencies and institutions.
• Experience handling confidential patient health information required.
• Experience in working with databases, email and computerized calendars required.
• Must be highly motivated, detail oriented and have strong organizational and time management skills to manage a heavy work load to meet deadlines.
• Experience in transcribing and distributing meeting minutes.
• Must be able to work independently and cooperatively with minimal supervision.
MAIN FUNCTION
• Providing telephone and reception duties including receiving incoming telephone calls, processing referrals, scheduling patient appointments, taking and relaying messages, greeting and directing clients, visitors, staff etc., and answering inquiries regarding the Program.
• Receiving, distributing and coordinating digital and paper based faxes including processing and prioritizing referral intake for urgent and non-urgent Clinical Health Psychology services requests.
• Typing general, personal and confidential correspondence, reports, and memos, special projects from Dictaphone or rough draft.
• Scheduling meetings and appointments; reminding staff of their ongoing commitments, preparing related materials, recording and transcribing minutes.
• Preparing various statistical reports and summaries at the request of Program Management.
• Receiving inpatient consult requests and notifying Psychologist on call.
• Monitoring applicable wait lists and print off a new wait list every month. Ensure patient files are accounted for, flag and correct discrepancies.
• Welcome and instruct new residents/trainees in regards to administrative processes.
• Providing coverage and back-up secretarial services to other Clinical Health Psychology secretaries, including purchase ordering and timekeeping.
• Adheres to all safety and health regulations and safe work practices.
• May be required to perform other duties and functions related to this job description not exceeding above stated skills and capabilities.
