1. health and fitness

Job Description:
Administrative Assistant 2
The mandate of the Health Quality Council is to measure and report on health care quality and to promote and support
quality improvement throughout Saskatchewan’s health care system. Our work is guided by our core purpose:
Vision: The highest quality of health care for everyone, every time
Mission: To accelerate improvement in the quality of health care throughout Saskatchewan
Our organizational values – collaboration, responsiveness, integrity, focus on improvement, knowledge for action,
innovation and transparency – express how we expect each member of the HQC team to work with each other and with
those beyond HQC to achieve our mission and vision and the improvement aspirations of the health system.
Position Summary:
Working with teams involved in improving the health system in Saskatchewan, the Administrative Assistant provides a
diverse set of supports to service lines within HQC and/or Provincial Kaizen Operations Teams (PKOTs). The pace is quick
and the environment is stimulating. Strong organizational and communication skills with attention to detail and
competency in multiple computer applications are the keys to success in this role.
The Administrative Assistant is responsible for providing project teams with administrative support including: the
recording and distribution of meeting minutes, project administration, organizing and maintaining project files, and
coordinating travel and meeting arrangements for project teams. Other duties may also include: preparation of
charts/graphs, editing of communication tools (e.g., newsletters, PowerPoint presentations, etc.), collating reports, and
maintaining electronic communication systems (Web-based platforms e.g., SharePoint).
Reporting Relationship:
This position reports to one or more Directors within the Health Quality Council.
There are no direct or indirect reports to this position; however, there is the expectation that this position will work
closely with other project team members and work collaboratively with other members of the Corporate Services team.
Responsibilities:
1.
2.
3.
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Work concurrently on multiple project tasks and assignments for multiple project teams, all requiring timely and
accurate services;
Coordinate the logistics of internal and external meetings, including the booking of facilities, arrangement of
travel and accommodations, and confirmation of attendance of meeting participants;
Prepare concise and effective correspondence, reports, and memos for program leads and other team
members;
Provide technical support for WebEx, teleconferencing, web site, and SharePoint maintenance.
Carry out additional work-related duties assigned by the employer that are related to the job description or are
shared or rotated amongst the staff.
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Competencies:
Know How (Knowledge and Abilities)
1.
Above average knowledge of various office software applications including Microsoft Excel, Word, PowerPoint
and Outlook;
2. Comprehensive knowledge of office practices including the operation of various standard office equipment;
3. Proficiency in the correct use of proper grammar, spelling and punctuation;
4. Excellent attention to detail including the adherence to standard presentation styles and consistent formatting;
5. Very good communication skills for dealing with internal and external team members;
6. Adaptable to changing priorities of program team members;
7. Ability to understand people including the ability to understand and defuse underlying potential conflicts and
problems;
8. Demonstrated ability to achieve agreed-upon goals and targets and produce timely results;
9. Ability to take a proactive approach to job responsibilities and introduce new initiatives leading to the
development of improved processes and procedures;
10. Ability to work both in a team environment and independently;
11. Understanding of web administration tools would be an asset.
Accountabilities
1.
Leadership – demonstrates personal leadership with the desire to enable others and foster the ongoing learning or
development of self and others, shares information and promotes individual effectiveness and promotes team
effectiveness and feedback by:
 Interacting with others is defined by honesty, integrity, and respect.
 Remaining calm and controlled despite frustrations or provocations.
 Being willing to exercise own judgment and take appropriate action within the mandate of the role.
 Understanding how feelings and emotions impact personal and team performance.
 Having a sense of humour and not taking self too seriously.
 Respecting the privacy and need for confidentiality of the patients and providers that we work with.
2.
Resource Management – uses resources effectively, uses multiple resourcing approaches and influences effective
resource management by:
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Tapping into a variety of resources within the organization to achieve results.
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Ensuring tasks are done in an efficient and effective way.
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Managing resources within agreed upon budgets.
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Identifying opportunities for better use of resources and informing project teams of such opportunities.
3.
Results Orientation – takes personal responsibility for results, creates own measures of excellence, improves
performance, sets and works to meet challenging goals, by:
 Following-up with others and assumes responsibility for tasks without being asked.
 Keeping track of and measuring outcomes against an objective standard of excellence.
 Focusing on new or more precise ways of meeting established goals or for improving own work methods.
 Measuring success against own high standards not imposed by others.
4.
Continuous Improvement – has interest and keeps current in own field of expertise, keeps current with
organizational changes, and links knowledge to current needs by:
 Where applicable, seeking out new approaches, tools, methods, techniques and/or technologies in own field of
expertise by reading, talking to others, attending seminars/conferences, courses and/or by experimentation on
the job.
 Demonstrating a willingness and commitment to share learnings with others.
 Being open to feedback and is not defensive about receiving new information about own performance or ways
of working.
Problem Solving
1.
Decisive Insight – breaks down problems, analyzes problems to reach decisions, uses strategies and conducts indepth analysis to solve problems, by:
 Breaking problems into simple lists, tasks or activities.
 Prioritizing the activities required to achieve a particular goal.
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Appling simple rules and common sense when addressing problems.
Anticipating obstacles and thinking ahead about next steps.
2.
Building Partnerships – The ability to build relationships, collaborate effectively, and solidify relationships, by:
 Making a conscious effort to understand the organization and build rapport with identified stakeholders (both
internal and external).
 Pursuing friendly relationships and maintains contact with individuals and groups for the purpose of
informational networking.
 Expressing positive attitudes and expectations of team members in terms of their abilities, expected
contributions and potential.
 Publicly crediting others who have performed well.
3.
Strategic Thinking – understands strategies, thinks in strategic (future-oriented) terms, and aligns own priorities to
organizational objectives, by:
 Understanding basic organizational strategies in relation to own work.
 Prioritizing work in alignment with the organization’s objectives.
 Demonstrating the ability to multitask; determining the relative importance of different tasks and switching
gears quickly and effectively.
 Developing and defining own work and development goals in line with organizational objectives.
 Understanding competing organizational priorities.
4.
Communication – listens actively and responsively and uses multiple actions to persuade, calculates impact of actions
or words, uses complex or indirect methods of communication, by:
 Attentively listening to others individually or in groups or listens when approached by others.
 Clearly expressing ideas using both written and oral communication.
 Using logical argument and appeals to reason or research evidence.
 Pointing out the benefits of taking a particular action or decision.
 Recognizing others’ immediate feelings and emotions.
 Demonstrating the ability to see things from another’s perspective; responsive to others’ feelings.
Working Conditions:
1.
Physical Effort: Regular exposure to computer work two to three hours at a time.
2.
Sensory Attention: Significant attention to detail is required, with focused concentration given to data entry and
display as well as form and report preparation; significant ability to manage multiple and competing priorities on a
daily basis; considerable emotional intelligence ability (i.e., appreciation and attention to the human side of change).
3.
Mental Stress: Flexible hours and considerable innovation to meet competing organizational (and system) priorities
and demands.
Qualifications:
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Graduation from a recognized administrative assistant program.
Three to five years of experience directly related to the above responsibilities.
Employees must also provide and maintain a satisfactory criminal record check.