Administrative Secretary 2

About the Role

The Winnipeg Regional Health Authority (WRHA) seeks a dedicated Administrative Secretary to provide broad administrative assistance within community health programs. This position supports various office tasks including telephone reception, document processing, data handling, mail management, photocopying, filing and records upkeep, statistical tracking, inventory oversight, supply distribution, appointment and meeting room scheduling, and staff coverage management. The role demands collaboration, flexibility, and a commitment to fostering a respectful workplace within the administrative team.

Key Responsibilities

• Operate switchboard and reception duties efficiently to ensure smooth communication flow.
• Perform word processing, data entry, and manage incoming and outgoing mail/fax documents timely.
• Handle photocopying, filing, and maintain organized record systems.
• Compile and analyze statistical data as required.
• Coordinate inventory management and distribute office and medical supplies appropriately.
• Manage scheduling of appointments and meeting rooms.
• Maintain up-to-date daily staff absence and coverage lists for reception use.
• Participate actively in sharing workload and coverage responsibilities within the administrative support team across the site and community areas.

Required Qualifications and Experience

• Minimum two years of relevant administrative experience; prior data entry expertise is advantageous.
• Experience in handling records and compiling statistical information.
• Proven communication skills, particularly in switchboard or receptionist roles.
• Familiarity with mail distribution, photocopying, and fax operations.
• Prior administrative experience in healthcare settings is a valuable asset.
• Demonstrated proficiency in maintaining filing systems.
• Completed high school education meeting Manitoba standards.
• Graduation from a recognized post-secondary administrative assistant program or equivalent combination of education and experience.
• Keyboarding proficiency of at least 40 words per minute.
• Proficiency with Microsoft Word, Excel, and Outlook, with preferred knowledge of PowerPoint.
• Excellent command of oral and written English.
• Ability to adapt to new computerized systems.
• Capacity to function effectively both independently and as part of a team.
• Strong organizational and planning skills to manage heavy workloads under pressure and meet deadlines.
• Strict adherence to confidentiality standards.

Additional Information and Conditions

• Employment is subject to a current satisfactory Criminal Records Check including Vulnerable Sector Search, Child Abuse Registry Check, and Adult Abuse Registry Check, with associated costs borne by the candidate. Checks must be no older than six months prior to employment start.
• Applicants must not hold concurrent positions within the WRHA legal entity exceeding a total of 1.0 FTE.
• Selected candidates may be required to complete a skills assessment.
• Applications received after the closing date (August 6, 2026) will not be considered.
• The WRHA is committed to equity and encourages applications from people with disabilities and Indigenous Peoples, who are invited to self-identify voluntarily.