Assistant to the Executive Director

Role Responsibilities

The Ministry of Health has an exciting opportunity for you to join our team!

Reporting to the Executive Director, Data Access and Information Privacy, the Assistant to the Executive Director (ED) contributes to the efficient functioning/operation of the branch and provides administrative support to the ED and Directors in the Branch.

As an Assistant to the Executive Director, your responsibilities include:

• Calendar management for the ED, including scheduling, coordinating and prioritizing meetings and events.
• Liaising with the Assistant Deputy Minister's Office and/or other branches to respond to queries, exchange information, resolve issues and coordinate workflow as well as to ensure consistency in processes and support services in the division.
• Reviewing all incoming correspondence, such as meeting notices and general information requests, prioritizing issues and taking appropriate action.
• Managing branch records to ensure appropriate coding, storage and retrieval, maintaining all ED office files according to records management policies and procedures.
• Developing and maintaining branch administrative processes in adherence with department policies and in collaboration with the ED and  branch leadership.
• Providing direction and advice to other staff relating to administrative policies and procedures to ensure processes are aligned with ministry and government-wide protocols.
• Coordinating quarterly updates of the branch operational plan.
• Attending Branch ED/Directors meetings.
• Coordinating travel and accommodation arrangements for the ED as required.
• Assisting in preparing and compiling the branch budget to ensure accuracy and compliance, including supporting forecasting, and monitoring expenditures against budget and identifying any discrepancies and areas of concern.
• Processing all contract invoices and payments and prepares standard contract drafts, renewals, retentions and amendments.
• Ensuring invoices and expenses are administered in accordance with government policies and procedures.

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.
 

• Agility: Sees the need and readily steps in to help others on the team; anticipates change and adapts behaviour accordingly, open to changes; takes advantage of opportunities to improve program development and implementation processes.
• Build Collaborative Environments: Creates opportunities for project teams and stakeholder to share information; respects others' point-of-view; encourages or facilitates conflict resolution; recognizes performance of all groups involved.
• Creative Problem Solving: Helps manage projects with multiple stakeholders simultaneously and can use planning skills, analytical and creative thinking to arrive at innovative solutions. 
• Develop Networks: Builds relationships by following through on commitments, demonstrating integrity and respect for others; informs key stakeholders of relevant information in a timely manner; seeks and applies the perspectives and needs of colleagues and stakeholders.
• Systems Thinking: Anticipate outcomes and potential impacts across interrelated areas and will factor this into planning.

Qualifications

Requirements:

• High school diploma and 3 years of related experience; or equivalent as described below.
• For your application to be considered, a cover letter explaining your qualifications and suitability for this role must be attached with your application.

Equivalencies: Directly related experience or education considered on the basis of: 

• 1 year of education for 1 year of experience; or
• 1 year of experience for 1 year of education.

The following knowledge or experiences are considered as assets:

• Knowledge of administrative procedures, human resource policy and government financial policies. 
• Understanding of the Alberta Health system, including some knowledge of current challenges.
• Knowledge/experience of ARTS, 1GX, Service Now and BERNIE.
• Effective communications skills (written and oral) to collaborate effectively with colleagues and with internal as well as external stakeholders.
• Ability to prioritize heavy workload and cope with changing priorities and deadlines.
• Strong planning, coordination, records management and problem-solving skills.
• Organization and prioritization skills to balance multiple ongoing projects at one time and ability to meet tight timelines.

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

This is a full-time position working 36.25 hours per week, Monday to Friday. 

This position is located in Edmonton, Alberta. 

In your resume, please include dates (including months and years) associated with all education and work experience. Also, please indicate whether your work experience is casual, part time or full time.

The final candidates may be required to undergo pre-employment checks (Reference check/Criminal record and/or academic).

Candidates with lesser qualifications may be considered at a lower classification and salary. This competition may be used to fill future roles at the same or lower classifications.

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 has 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. 
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement. 
• Leadership and mentorship programs.