Administrative Technician – Executive Assistant (SNS) - DAH HDS-HBM

For your humanity to fully express itself.

At CISSSMO, we share a common mission. It consists of maintaining and improving the health and well-being of our community by making accessible a set of integrated and quality health and social services.

BENEFITS

Why join us?

• Our competitive total remuneration: 4 weeks of vacation after 1 year, pension fund (RREGOP), complete insurance, corporate discounts, etc.
• Our recognition of each employee.
• The vast extent of our territory that allows for the diversity of practices and clientele.
• You flourish both in your personal and professional life.

* COMPETITION RESERVED FOR ESTABLISHMENTS OF THE INTEGRATED HEALTH AND SOCIAL SERVICES NETWORK (IHSSN) UNDER HEALTH-QUÉBEC ON DECEMBER 1, 2024 *

Description

Under the responsibility of the Director of Hospital Activities – Hôpital du Suroît and Hôpital Barrie Memorial, the person holding the position assists this latter in her functions, acts as the first responder to internal and external collaborators, and performs a varied and complex administrative support work for the management.

She supports the director in the planning and management of her time. She prepares and follows up on the director's files for the committees he participates in. She acts as administrative support to the members of the management team in a context of continuous process improvement under her responsibility. She is called upon, at the request of the director, to participate in different committees as a representative of the employer. The whole of her responsibilities leads her to work in a complex environment composed of diversified situations.

General and Specific Functions

She is responsible for the administrative functioning and the staff of the management who work in secretarial functions (e.g.: administrative agent) within the management, and this, in order to optimize the modes of functioning and standardize the skills of the office staff within the management. In this context, she ensures the respect and application of the norms and the different administrative modalities determined by the establishment. She ensures the efficiency of the administrative activities of the management and collaborates in the development of the skills of the office staff.

The person holding the position has a power of control concerning the application of the administrative procedures of the office staff of the entire management. This authority confers on her the right to act, intervene and give directives in different administrative units of the management in order to ensure harmonization concerning the specific processes that are part of the administrative management of the establishment. In this context, she ensures the respect and application of the norms and the different administrative modalities determined by the establishment.

As an administrative technician (executive assistant), she performs support functions to the director and is called upon to intervene with the management staff in the management and follow-up of files related to the responsibilities of the management, and this, both for the mandates with external and internal partners. As a member of the management committee, she participates in discussions concerning the functioning of the entire management in order to optimize the different administrative processes that are found there and remains solidary once these are adopted.

As a member of the high management support committee, she participates in discussions concerning the elaboration and harmonization of administrative policies and procedures and the work tools of the organization as well as the development of the skills of the administrative staff. She ensures the transmission of information to the support staff and managers (if required) of her ... and general attributions:

• Assist her immediate superior in the different mandates that are entrusted to her
• Responsible for the management of the agenda and emails of her immediate superior, taking into account the priorities
• Ensure the follow-up of emails and mail in collaboration with her immediate superior and set up a follow-up mechanism for the reports
• Participate in the meetings of the management committee and the high management support committee
• Attend meetings or committees as a representative of the management
• Represent, at the request of her superior, her management both inside and outside the establishment
• Perform administrative work related to the management of financial resources, human resources, material resources and work organization
• Authorize the attendance records of managers and other employees of the management and fill out the forms for reimbursement of expenses related to the work of her immediate superior
• Provide support to her immediate superior and managers of her management in advising on the definition of orientations, objectives and priorities in terms of administrative procedures
• Issue, within her field of authority, directives to the administrative units of her management
• Responsible for the application of the visual identification program concerning the conformity of documents produced by managers or the staff of the management
• Collaborate in the elaboration of policies, procedures, programs, norms, rules or administrative procedures within her management, ensure their control, application and updating
• Ensure the respect of laws, policies, procedures, norms, contracts, regulations and directives according to the mandates entrusted to her
• Responsible for the updates of the management communication tools, namely the employee and manager directory, the organizational chart, the intranet, etc.
• Support the director in his work aiming at the elaboration and updating of the mission, the service offer and other administrative documents of the management
• Responsible for the administrative staff of the management who work in secretarial functions within the management
• Responsible, if applicable, of the logistical aspect related to the arrival of a new manager or support staff of her management
• Ensure the accountability of the mandates entrusted to her
• Apply the rules relating to confidentiality, conservation, circulation and destruction of documents
• Ensure to obtain the necessary persons and expertise to carry out her mandates
• Prepare and follow up on the specific administrative files of the director's office and act as an interlocutor with the other directions of the establishment or the external
• Write the correspondence of the director and ensure a grammatical quality of excellence
• Follow up and prepare the documents for the different committees (management, management, etc.) while ensuring the conformity and relevance of the information received
• Responsible for the information that transits to the director for signature with the General Management
• Ensure the logistics of the periodic meetings of the management (organization, taking notes and necessary follow-ups)
• Collaborate, if applicable, in the preparation of the different performance indicators that are found in the tactical cockpit
• Take charge of the questions relating to her attributions and write, under her signature, the correspondence in response to common requests
• See to the follow-up of the director's decisions with the staff of the management and the concerned managers and ensure their vigilance
• Participate in the elaboration, implementation and improvement of the essential tools for the sound management of the management
• Manage communications and ensure quick accessibility during opening hours.
• Respond to information requests and provide the answer to certain questions relating to her competence
• Participate in the identification of training needs and the development of the skills of the office staff of the management
• Ensure the transfer of knowledge of the different framing documents (e.g.: policies, procedures...) to the members of the office staff
• Maintain good relations with the representatives of the different partner foundations
• Ensure the follow-up of financing requests from the foundations of which the management is responsible
• Support the management in its role as responsible