JOB PROFILE #180

Position #00114396
Career Group:
Administrative Services / Job Family:
Administrative Support / Job Stream: / Role:
Admin/Operational / Revised Date:
October 2011

Title: Project Assistant Ministry of Health

Strategic Management Office

Work Unit / Position # / Supervisor Title / Position #
Strategic Management Office / 00114396 / Director, Strategic Management / 113296

JOB OVERVIEW

To provide project management support services throughout the project management life-cycle (i.e. initiation, planning, execution, control and close-out) in consultation with project managers and client managers.

ACCOUNTABILITIES

Required:

·  Sets up and maintains project monitoring and reporting tools, tracks and summarize project status, and provides regular reports to team members and partners.

·  Tracks project activities and monitors project parameters and reports out on project scope, time, costs, risks, quality, communications, procurement, changes to human resources and integration with other projects.

·  Prepares technical reports such as network diagrams, Gantt charts and work breakdown structures.

·  Identifies and develops solutions to correct tracking and reporting issues.

·  Identifies changes in status, timelines, projections and resources that present risks and opportunities through the continual review of the project plan and reports.

·  Summarizes issues and reports out to appropriate team members.

·  Organizes regular meetings for the project team and partners, and provides summarized reports, identifies and brings forward issues.

·  Documents issues, decisions and actions for follow up and reporting.

·  Ensures contracts are written, tendered and administered in accordance with ministry policies.

·  Designs and produces exception and other regular and ad-hoc reports.

·  Gathers, compiles and summarizes additional information required by team members.

·  Designs and produces executive/stakeholder presentations, informational brochures, public education material or other promotional materials.

JOB REQUIREMENTS

·  Secondary school graduation or equivalent.

·  Minimum 2 years’ experience providing project management support. For example, assisting with the preparation of project documentation such as the project charter or project plan, tracking project activities and reporting on progress.

·  Completion of courses in project management.

·  Experience in computer applications such as MS Word, Excel, PowerPoint, Outlook, Internet, etc.

·  Preference may be given to candidates with 2 or more years’ experience providing administrative support such as managing multiple calendars, organizing and scheduling meetings, and preparing and distributing meeting materials.

·  Strong attention to detail thoroughness and accuracy.

·  Ability to organize and manage independently one’s workload taking into consideration changing priorities, tight deadlines, volume of work, available resources and multiple reporting relationships.

·  Ability to obtain and provide clear, concise and complete information (effectively communicate) both verbally and in writing appropriate to the audience.

·  Ability to accurately monitor and track information.

·  Successful completion of security screening requirements of the BC Public Service, which may include a criminal records check, and/or Criminal Records Review Act (CRRA) check, and/or enhanced security screening checks as required by the ministry (Note: It is important that you read the job posting carefully to understand the specific security screening requirements pertaining to the position).

BEHAVIOURAL COMPETENCIES

·  Information Seeking is driven by a desire to know more about things, people or issues. It implies going beyond the questions that are routine or required in the job. It may include "digging" or pressing for exact information; resolution of discrepancies by asking a series of questions; or less-focused environmental "scanning" for potential opportunities or miscellaneous information that may be of future use.

·  Service Orientation implies a desire to identify and serve customers/clients, who may include the public, co-workers, other branches/divisions, other ministries/agencies, other government organizations, and non-government organizations. It means focusing one’s efforts on discovering and meeting the needs of the customer/client.

·  Teamwork and Cooperation is the ability to work co-operatively within diverse teams, work groups and across the organization to achieve group and organizational goals. It includes the desire and ability to understand and respond effectively to other people from diverse backgrounds with diverse views.

·  Flexibility is the ability and willingness to adapt to and work effectively within a variety of diverse situations, and with diverse individuals or groups. Flexibility entails understanding and appreciating different and opposing perspectives on an issue, adapting one's approach as situations change and accepting changes within one's own job or organization.

·  Results Orientation is a concern for surpassing a standard of excellence. The standard may be one’s own past performance (striving for improvement); an objective measure (achievement orientation); challenging goals that one has set; or even improving or surpassing what has already been done (continuous improvement). Thus, a unique accomplishment also indicates a Results Orientation

Career Group:
Administrative Services / Job Family:
Administrative Support / Job Stream: / Role:
Admin/Operational / Revised Date:
October 2011