Administrative Assistant

The Opportunity:

Health Communications is seeking an enthusiastic, highly motivated, organized, and dependable individual to join our administrative team. The successful candidate will be confident, proactive, and committed to delivering exceptional service in a fast-paced environment.

Diplomacy, tact, empathy, and strong verbal and written communication skills are essential when interpreting and responding to a wide range of complex inquiries from both internal and external clients, including the public, and staff from within the ministry, our health sector partners and other government ministries and agencies. The ideal candidate will have experience with office administration, records management, correspondence, visual identity standards and accounts payable procedures. Experience using a variety of software applications, including Microsoft Word, Excel, PowerPoint, SharePoint, and database management, is required. You will possess exceptional attention to detail, along with strong proofreading, spelling, and grammar skills. The ability to accurately search and retrieve electronic documents is required. Your knowledge and experience in these areas will support your success in formatting and preparing confidential documents, developing templates and instructional resources; responding to inquiries related to correspondence standards and visual identity requirements; and administering branch operational budget payment processes.

Success in this position requires creativity, adaptability, interpersonal skills, and a collaborative approach. You will be expected to effectively prioritize and manage multiple competing tasks, navigate frequent interruptions, and meet tight deadlines while maintaining a high standard of accuracy and client service. The ability to work independently and contribute positively to a team environment is essential.

• Respond to telephone inquiries from the public and redirect calls to subject matter experts within the ministry, other ministries and our health system partners.
• Manage the minister’s office correspondence and general file processes for the branch.
• Provide backup administrator services for the ministry’s correspondence database and respond to inquiries from ministry and minister’s office staff.
• Compose, proofread, input, update, edit, retrieve, maintain, merge, format and transmit a wide range of sensitive and confidential information/data using a variety of hardware, software and/or electronic systems with speed and accuracy.
• Monitor and code expenditures, and prepare and process business expense forms, invoices, and contracts.
• Provide support and orientation to branch staff, including the use of branch procedures, equipment and software.
• Respond to ministry staff inquiries regarding correspondence visual identity and appropriate grammar and word use.
• Coordinate and schedule travel, event logistics, meetings, equipment, and CVA vehicles as required.
• Compile, sort, and distribute incoming and outgoing mail.
• Acquire, purchase, and maintain inventory such as forms, office supplies, and equipment.
• Provide backup and support to the other members of the branch administrative team.

Job Capabilities:

As a public servant, we are seeking someone who:

• Is accountable, takes ownership of their work by contributing to organizational outcomes and demonstrates the corporate values in our Commitment to Excellence.
• Is innovative and seeks out ways for improvement by thinking creatively, identifying new ideas and taking responsible risks.
• Works collaboratively with others to understand, engage and have meaningful dialogue to achieve work outcomes.
• Is inclusive, identifies and is aware of personal bias, and readily seeks out and appreciates diverse perspectives.
• Is adaptable, continuously learns from experience and applies those learnings to new situations.
• Focuses on achieving public service excellence.

Technical Knowledge and Skills:

• Working knowledge of computer equipment and applications such as Microsoft Word, Excel, PowerPoint and SharePoint; Adobe Acrobat Professional and database systems.

• Professional, tactful and patient in interactions with others, using clear language and a strong vocabulary to foster understanding and provide appropriate information.

• Accurately, concisely and in a timely manner compose, record, proofread and/or edit a variety of documents into a visually pleasing and readable format using correct grammar, spelling and punctuation.

• Perceptive, attentive to detail, self-motivated, flexible and creative to manage and complete multiple, complex and conflicting priorities within deadlines in a busy office setting while maintaining the integrity and accuracy of outcomes.

• Perform basic math calculations, confirm accuracy of payable information and verify completeness of supporting documentation

• Effectively work independently and as a contributing member of a team

Job Skills:

• Communication (Level B)
• Critical Thinking (Level A)
• Digital Skills (Level A)
• Interacting with Others (Level A)
• Navigating Ambiguity (Level A)
• Managing Self (Level A)
• Health, Safety and Wellness (Level A)
• Data Literacy (Level A)
• Influence (Level A)
• Political and Organizational Awareness (Level A)
• Managing Organizational Resources (Level B)

Learn more about the Government of Saskatchewan’s Capabilities and Skills Framework here.

What We Offer:

• Dynamic and challenging work.
• Competitive salary.
• Comprehensive benefits package including pension.
• Vacation, scheduled days off, and other types of leave.
• Inclusive work environments.
• Career growth, development, and advancement opportunities.
• Flexible work arrangements.

Our Commitment to Excellence:

The Government of Saskatchewan upholds deep-rooted values of Respect and Integrity, Serving Citizens, Excellence and Innovation, and Acting as One Team.