Assistant to Executive Director of Acute Care

Role Responsibilities

About the Role:
We are seeking a highly organized and proactive Assistant to the Executive Director to provide comprehensive administrative support within a dynamic branch that develops acute care policy and standards. This role requires exceptional attention to detail, strong coordination skills, and the ability to manage sensitive and complex issues in a fast-paced environment.

Key Responsibilities:

Administrative Leadership
•    Lead the delivery of administrative support services for the Executive Director’s office.
•    Manage day-to-day operations, including calendar scheduling, meeting preparation, file maintenance, and coordination of resources.
•    Plan and coordinate accommodation requests and IT requirements for the unit.
•    Provide secretarial support, including preparing meeting materials, taking minutes, and assisting with event planning.
•    Resolve administrative issues across units/branches and ensure timely communication of concerns to the Executive Director.
•    Complete special projects as assigned.

Ministerial Correspondence & Action Items
•    Review and prioritize incoming Ministerial Action Requests and information requests.
•    Coordinate responses and ensure compliance with division requirements, even under tight timelines.
•    Liaise with staff and other offices for clarification and strategy on ministerial requests.
•    Develop and maintain a detailed correspondence tracking system.

Human Resource Administration
•    Prepare HR-related documents, including job descriptions, salary review requests, and staffing forms.
•    Coordinate onboarding materials and orientation for new staff.
•    Monitor unit staffing resources, including vacation and absence tracking.
•    Provide insight and recommendations on HR issues when requested.

Records Management
•    Manage highly confidential documentation and files.
•    Create and organize files as needed to maintain accurate records.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf

•    Creative Problem Solving: The ability to identify administrative challenges, analyze options, and implement innovative solutions to ensure smooth operations and timely resolution of issues within a high-volume, complex environment.

•    Agility: The capacity to adapt quickly to shifting priorities, urgent requests, and politically sensitive matters while maintaining accuracy and professionalism in a fast-paced setting.

•    Develop Networks: Building and maintaining strong working relationships with internal teams, external stakeholders, and leadership to facilitate effective communication, collaboration, and coordination of administrative and ministerial processes.

Qualifications

Education and Experience:
High school diploma and three years of related experience in office administration.

Equivalency:  Directly related experience or education considered on the basis of:  one year of experience for one year of education or one year of education for one year of experience. 

Assets:
•    Strong organizational and time management skills.
•    Ability to work under pressure with high volume and urgency.
•    Excellent communication and problem-solving abilities.
•    Experience handling politically sensitive issues with discretion.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. 

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

•    One (1) permanent position available
•    36.25 hours per week
•    Final candidates will be required to undergo a security screening.

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Links and information on what the GoA have to offer to prospective employees.

• Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx.
• Public Service Pension Plan (PSPP) - https://www.pspp.ca.
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
• Research Alberta Public Service Careers tool - https://researchapscareers.alberta.ca.
• Positive workplace culture and work-life balance.
• Leadership and mentorship programs.