Role Responsibilities

Reporting to the Executive Director, Communicable Disease Control Health, the Branch Administrator is responsible for:
Correspondence/Reports:
 

• Compose and assist the Executive Director with correspondence and reports, adhering to specific formatting guidelines.
• Edit reports for presentations and meetings for both internal and external stakeholders.
• Prioritize and prepare meeting materials, including assembling relevant correspondence and agendas.

Financial Support:
 

• Review invoices and complete necessary 1GX processes.
• Organize and maintain files in RIM Hub for efficient access to archived documents.

Committee/Working Group Support:
 

• Assist in establishing internal working groups and scheduling external meetings as needed.
• Organize travel arrangements, accommodations, and hosting for committee meetings.
• Prepare agendas and supporting materials for meetings as directed.
• Take minutes, documenting technical information accurately.
• Consult with the Assistant Deputy Minister's office to ensure timely handling of all Ministerial requests.

Human Resource/Pay and Benefits Support:
 

• Serve as the Worksite Contact for the CDC Branch, providing guidance on 1GX processes.
• Complete new hire and termination processes with precision and within strict timelines.
• Function as a liaison with Directors and Managers for HR-related matters.
• Support the Human Resource Plan by ensuring new employee orientation and performance management processes are executed.
• Identify computer program access needs and complete Service Requests for new hires and terminations.
• Organize the setup for new employees, including Security ID Card access.

General Administration:
 

• Prepare documents and presentations using Word, Excel, Access, Visio, and PowerPoint.
• Order office supplies for the provincial vaccine depot operations.
• Arrange meetings, prepare agendas, book venues, and take minutes as needed.
• Manage the Executive Director’s calendar by consulting with stakeholders.
• Make travel and accommodation arrangements, as necessary.
• Ensure proper routing of documents, including contracts and Action Requests.
• Provide backup support for the financial coordinator and other administrative roles within the division.

Please click on the link to view the job description.

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

Systems Thinking:
 

• Analyze inter-relationships and emerging trends to achieve organizational goals.
• Seek insights on the implications of various options and their long-term outcomes.
• Identify potential unintended consequences of decisions and actions.

Creative Problem Solving:
 

• Ask insightful questions to deeply understand challenges and opportunities.
• Explore innovative methods to improve results and share learnings from past projects.
• Collect diverse data and perspectives to inform decision-making.

Agility:
 

• Adapt to changing environments and proactively seek opportunities for process improvement.
• Remain optimistic and composed during stressful situations, adjusting behavior as needed.
• Work creatively within established guidelines to drive positive change.

Drive for Results:
 

• Develop plans based on past experiences and insights to exceed goals.
• Hold yourself and team members accountable for achieving results.
• Collaborate with various groups to align efforts and maximize outcomes.

Develop Networks:
 

• Identify and maintain relationships with key stakeholders.
• Engage with a range of interested parties to incorporate their needs into decision-making.
• Influence others effectively through effective communication skills.

Build Collaborative Environments:
 

• Foster open communication and leverage the diverse skills of team members.
• Value and learn from the contributions of others while facilitating respectful conflict resolution.
• Recognize and appreciate the efforts and achievements of colleagues.

Develop Self and Others:
 

• Actively seek learning opportunities and reflect on performance to identify areas for growth.
• Stay current with industry trends and share knowledge with the team.
• Mentor and coach team members to enhance their development and skills.

Qualifications

Minimum Recruitment Standards
High school diploma and three years of related experience. 

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 experience is required: 

• Understanding of financial policies and procedures.
• Project management principals.
• Alberta Health and Wellness standards for written reports/correspondence.
• Current Microsoft ware packages (Word, Excel, PowerPoint, Outlook, Visio, Teams).
• Policies and Procedures with respect to Human Resources.
• Medical terminology.

The following are considered assets: 

• Business Certificate/Diploma.
• Secretarial training, including minute taking courses.
• Government of Alberta administrative processes.

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. 

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.

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

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. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

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. 

What we offer:
•    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