Administrative Secretary 3 - Hub/factt - Repost

Position Overview

Shared Health is implementing wrap- around inter-disciplinary community mental health teams for individuals who have severe mental illness. These teams will be composed of the HUB, FACT and ACT teams. The teams will work with individuals who have a severe mental illness and may have been in hospital for extended periods of time, in a special contract, use a number of services and require regular supports to assist in community living. Individuals do not require a diagnosis of primary psychosis but may have a mental illness diagnosis, behavioral complexity, co-existing medical conditions, cognitive impairment, addictions, be involved with the criminal justice system and do not meet the criteria for other mental health programs or services.

The model is a dual intensity level approach and allows for a coordinated approach of care, less intensive FACT (with ability to scale up to ACT for a temporary duration of time), and continuously intensive ACT.

The HUB will be responsible for:

• the assessment, intake and navigation of individuals that are referred for services.
• development and oversight of the provincial standardization for FACT and ACT teams in Manitoba.
• development of the eligibility criteria and referral pathways to and from the services, identify gaps in services and develop solutions.

The Flexible ACT team (FACT) will service a broader mental health client population.

FACT will be responsible for:

• case management services in the community.
• providing more intensive treatment services for a short period of time when needed by the individual.

The ACT team would allow for intensive service for individuals with severe mental illness and have a number of functional and adaptive needs. The ACT team will provide 24-hour wrap around services provided by an inter-disciplinary team.

Main Function:
Reporting to the Team Leader HUB & FACT, the incumbent provides administrative support to the manager of Health Services and Team Leader for HUB and FACT teams. This role includes timekeeping and payroll support, supporting manager / team leader in Human Resource functions, preparing orders, verifying delivery and investigating discrepancies of supplies and services, coding invoices and expense claims, coordinating routine facility operations (parking, site orientations, equipment, keys/access, repairs, maintenance, housekeeping, security, etc.), workload coordination within the administrative support team, and a variety of other office duties as required. The incumbent must contribute to a respectful work environment and participate in workload sharing and coverage within the administrative support team for the site and offices within the community area(s).

Experience

• Five years progressively responsible secretarial experience required.
• Experience with SAP would be an asset.
• Administrative experience in a healthcare office would be an asset.
• Experience working in mental health would be an asset.
• Workload coordination or supervisory experience would be an asset.
• Demonstrated ability to arrange meetings; transcribe, compile and distribute minutes and agendas as well as research information.

Education (Degree/Diploma/Certificate)

• Complete high school education, Manitoba standards, required.
• Successful completion of a formal post-secondary administrative assistant program required.
• A combination of education and experience may be considered.

SPECIAL TRAINING:

• Safe Talk.
• Aboriginal Cultural Awareness Workshop.

Certification/Licensure/Registration

Not applicable

Qualifications and Skills

• Keyboarding speed of 50 wpm required.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook required.
• Excellent command of the English language (both oral and written).
• Ability to learn and adapt to new computerized programs.
• Demonstrated problem-solving skills essential.
• Ability to prioritize a large workload and independently complete a variety of administrative duties.
• Demonstrated ability to independently compose basic correspondence.
• Ability to maintain a high level of confidentiality.
• Demonstrated ability to effectively contribute and lead in a team environment.
• Ability to work in a fast-paced environment and work effectively under pressure to meet deadlines.

Physical Requirements

• Must be able to work safely in a typical computerized office environment with frequent meetings, and to lift and carry items of up to approximately 10 kg (25 lbs.).
• Interruptions to respond to questions from executives, and partner organizations are common; dedicated and focused time for planning and concentration can be scheduled.
• A valid Manitoba driver's license and use of a personal motor vehicle may be required for travel within the province.