Healthcare Administration Jobs in Canada

Red Deer College

Administrative Assistant, Health, Safety & Wellness 

Full Job Description

The Administrative Assistant, Health Safety, and Wellness is the first point of contact for the Health, Safety, and Wellness Centre (HSWC), providing initial support and guidance to RDP students, staff and faculty. The Administrative Assistant works in a high-functioning and comprehensive department. This position performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operations of the office.


Reporting to the Operations Manager, People, and Culture the incumbent will achieve results without overt guidance and is responsible for the administration of various HSWC programs and initiatives. While exercising discretion and the highest confidentiality, this position is responsible for the provision of the RDP medical office, safety administration, and wellness administrative support services.

The incumbent must have the ability to interpret and make decisions in accordance with the procedures and practices of the organization and must be flexible and demonstrate the ability to maintain confidentiality, diplomacy, and tact at all times. The incumbent is expected to work both independently and as a team member to perform a wide variety of administrative and support services.

Position Responsibilities

Administrative Support
  • Tracks and records visits to the Health, Safety & Wellness Centre (HSWC); Assists in the semi-annual reporting of HSWC statistics
  • Provides administrative support to the Employee Wellness Working Group (EWWG) including attending meetings, recording minutes, typing and distributing minutes, drafting agendas and agenda packages, facilitating meeting times, and reporting on events
  • Supports the EWWG in organizing, promoting, and facilitating wellness events and initiatives
  • Works collaboratively with the Benefits Officers to assist in the administration and promotion of the RDP Employee Family Assistance Program (EFAP), LifeWorks
  • Maintains the Wellness and Health & Safety general email inboxes and calendars
  • Maintains medical supplies inventory and orders supplies as necessary
  • Maintains an inventory of stationery and office supplies for the HSWC and ensures supplies are available (i.e. stationary, toner, staples) through RDP’s approved vendor
  • Prepares and designs innovative and trending HSWC pamphlets/brochures (both print and electronic), promoting HSWC services and programs

Occupational Health and Safety Support

  • Provides administrative support to the Health & Safety Committee including facilitating meeting times, attending meetings, recording minutes and distributing minutes, drafting agendas and agenda packages, and assisting in document production
  • Assists the OH&S Officer in the administration of incident reports, hazard assessments, and follow-up documentation
  • Assists the HSWC in Occupational Health and Safety pandemic (COVID-19) responses, processes, communications, and planning where appropriate
  • Assists with the coordination and promotion of OH&S activities and training events (i.e. Safety Week) in collaboration with the OH&S Officer
  • Administers First Aid to patients and responds to campus emergency calls when required
  • Ensures a safe and healthy work environment by complying with Polytechnic health and safety policies, standard practices, and programs in keeping with occupational health and safety legislation and regulations

Physician Clinic Support

  • Provides administrative and medical office support for the weekly physician’s clinic
  • Maintains patients’ medical charts to ensure accurate/current information (i.e. Health Care information/current personal information) according to the Health Information Act (HIA)
  • Escorts patients to treatment rooms and cleans/prepare rooms as necessary
  • Prepares lab specimens (i.e. label/bagging/checking requisition)
  • Reconciles lab/specialists reports with patient files for review/follow-up and signature
  • Maintains the up-to-date record of walk-in clinics within Red Deer for patients
  • Maintains patient privacy and confidentiality

Reception and Customer Service

  • Ensures a welcoming HSWC office environment
  • Acts as the first point of contact for general inquiries to the health & safety general inbox, wellness inbox, reception desk, and main telephone lines and triages questions to appropriate parties within the department
  • Opens, sorts, and distributes all incoming and outgoing mail and other correspondence including preparing courier packages

Information and Record Administration

  • Regularly updates and maintains HSWC information on the RDP website and TheLoop ensuring internal and external stakeholders have access to important HSW information
  • In collaboration with the OH&S Officer, promotes, updates and maintains OH&S programs on RDP Website, TheLoop and Connected
  • Maintains a comprehensive filing system including archival and storage inventories for the department in accordance with RDP Records Management System and HIA

Required Qualifications

  • Two (2) years of post-secondary training, completion of a community college certificate in Business Administration and/or Medical Office Assistant
  • Current certification in First Aid/CPR/ WHMIS
  • A minimum of two to three years experience working in a high-functioning and fast past office environment specializing in health and safety required
  • A minimum of six months experience in a medical office
  • Proficiency in Microsoft Office Suite including Word, Excel, Outlook, PowerPoint and 365 is required
  • Exercise a very high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities in a position that handles highly confidential material
  • Demonstrated effectiveness and clarity of verbal and written communication with excellent interpersonal communication and phone manners
  • Must handle all activities and highly confidential information with patience, discretion, tact, and a keen eye for detail while working with people from a wide variety of backgrounds
  • Able to handle multiple tasks, meet deadlines, and work both independently and as a collaborative member of the HSWC team and People and Culture Operations team
  • Ability to change tasks, working environments, and priorities quickly and efficiently
  • The ability to plan, organize, set work priorities, and adhere to deadlines is essential
  • Advanced understanding and application of confidentiality, integrity, diplomacy, professionalism, and tact
  • Self-motivated with the ability to handle change positively
  • Superior attention to detail and accuracy
  • Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office
  • Current knowledge and understanding of Administrative processes used in the operation of a large organization and the ability to apply that knowledge
  • Working knowledge of medical terminology and medical/health and safety office procedures
  • Proven ability to handle confidential information with discretion
  • Understanding of the Health Information Act related to medical record keeping

Preferred Qualifications

  • Experience using Banner, Blackboard, and Cognos or complex databases would be considered assets
  • Previous experience in a post-secondary, government or unionized setting an asset

Salary

  • Starting at $26.42 per hour
  • Benefits and Compensation Information
  • An additional 8% of the hourly rate in lieu of vacation. Eligibility to access benefits is dependent upon the CUPE Collective Agreement.

About Red Deer Polytechnic

Red Deer Polytechnic has been a pivotal part of central Alberta for nearly six decades. Since our story began as Red Deer College, we have proudly served our learners and communities with diverse programs, as well as impressive learning spaces and facilities. In the spring, our institution was officially granted status as a polytechnic, and our new name and brand were announced soon after. As Red Deer Polytechnic, we will continue to offer the same breadth of credentials and mix of programs in a variety of subject areas that we currently offer. This means we will continue to offer apprenticeships, certificates, degrees, micro-credentials, and collaborative degrees, in addition to our own applied and baccalaureate degrees.
We welcome you to further your career with Red Deer Polytechnic. We also welcome you to join us as a vibrant gathering place creating connections in our community. With two campuses and impressive facilities, Red Deer Polytechnic is an ideal place to learn, work, conduct research, and enjoy events. Whatever brings you to Red Deer Polytechnic, we are glad you are here. And we look forward to having you as a valued member of our polytechnic community.
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