Secretary (Building Services)

Competition #	10996
Job Title	Secretary (Building Services)
Department	Building Services
Status	Permanent
Work Type	Part-time
Affiliation	CUPE Clerical
Shift Assignment	Days
Bilingualism Required	No
Police Check Requirement	N/A
Site	RLHC-CUPE Clerical
Salary Information	$29.45-$30.96/hour
Application Closing Date	October 28, 2026

KEY FUNCTION:

 Provide efficient clerical support to the Facilities Management program while supporting departmental activities.

REPORTING:

Under the general direction of the Manager, Building Services.

DUTIES:

1. Create purchase requisitions, verify invoicing, and maintain filing systems.
2. Track orders and follow-up with suppliers as required.
3. Research and co-ordinate with suppliers to acquire specialty items.
4. Type and file business letters and memos.
5. Photocopy, scan, laminate and maintain departmental records.
6. Answer telephones and direct inquiries.
7. Input data from daily work orders into the maintenance tracking system.
8. Provide general maintenance of the work order tracking system.
9. Complete credit card and petty cash reconciliation.
10. Maintain Health and Safety binder and Material Safety Data Sheets (MSDS) records.
11. Coordinate deliveries and key requests.
12. Assist with payroll coding, tracking of timesheets, and vacation requests as required.
13. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
14. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
15. Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
16. Participate in hospital training as required.
17. Assist with improvement initiatives as required.
18. Perform other duties as required. 

QUALIFICATIONS

EDUCATION AND TRAINING:

1. Minimum of a one (1) year Post-Secondary Certificate or Diploma in office or business administration from an accredited community college.
2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:

1. Minimum of one (1) year with related experience.
2. Purchasing experience is preferred. 
3. Experience working with data management software is preferred.

KNOWLEDGE/SKILLS/ABILITIES:

1. Knowledge of purchasing, maintenance data programs, and/or Time Management System (TMS).
2. Demonstrated ability to type a minimum of 40 w.p.m.
3. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
4. Demonstrated computer skills with proficiency in Microsoft Office software, (e.g. Word, Excel, Power Point and Outlook) and applicable information systems (i.e. Meditech).
5. Demonstrated ability to effectively interact and communicate with patients, families and healthcare workers.
6. Demonstrated interpersonal and communication skills, both written and verbal.
7. Effective time management and organizational skills with the ability to organize and prioritize as required.
8. Demonstrated discretion and maturity when handling confidential information.
9. Demonstrated compliance with HSN’s privacy policy.
10. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY:

1. Ability to use tact and discretion in dealing with others.
2. Proven ability to work independently and in a team environment.
3. Demonstrated commitment to ongoing professional development.
4. Demonstrated professionalism in dealing with confidential and sensitive issues.
5. Demonstrated positive work record and good attendance record.
6. Ability to meet the physical and sensory demands of the job.
7. Ability to travel between local sites and/or valid driver’s license with access to vehicle may be required.

Selection Process: Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS. ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED. WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.