To be considered for this role, applications MUST be submitted by email to Johnpaul George at [Johnpaul.george@wabauskangfirstnation.com]. Your cover letter and resume should be submitted as one PDF document.

Employer Overview

Wabauskang First Nation is a proud Saulteaux community located in northwestern Ontario on the shores of Perrault Lake.  We are a self-governing Nation committed to preserving our culture, protecting our lands, and fostering a strong future for our people. Through our programs and services, we support health, education, housing, economic development, and cultural preservation for our members.

Position Summary

The Health Department Secretary provides confidential administrative, clerical, reception, scheduling, records management, and coordination support to the Health Department. This position helps ensure that health programs, services, staff, clients, and community members are supported through professional communication, organized office systems, accurate documentation, and respectful service delivery.

Job Duties

The Health Department Secretary is responsible for supporting the daily operations of the Health Department by maintaining office systems, greeting and assisting clients, scheduling appointments and meetings, preparing documents, supporting reporting requirements, and ensuring confidentiality of health-related information.

The role focuses on:

• Providing professional and culturally respectful reception and administrative support
• Maintaining confidential health records, files, and correspondence
• Scheduling appointments, meetings, travel, and program activities
• Supporting communication between clients, staff, service providers, and leadership
• Assisting with reporting, purchasing, inventory, and office coordination
• Provide clerical support to Health Department staff while maintaining professionalism, discretion, and confidentiality.

Primary Responsibilities

Administrative & Reception Support

• Greet clients, community members, visitors, and service providers in a professional, respectful, and culturally safe manner.
• Answer phones, take messages, respond to general inquiries, and direct calls or visitors to the appropriate staff member or program.
• Schedule and confirm appointments, meetings, client visits, transportation requests, and program activities.
• Prepare, type, format, photocopy, scan, file, and distribute correspondence, forms, notices, reports, agendas, minutes, and other documents.
• Maintain office calendars, meeting schedules, sign-in sheets, contact lists, and communication logs.

Records, Confidentiality & Documentation

• Create, update, organize, and maintain confidential client, program, financial, personnel, and administrative files.
• Ensure health information, client records, and internal communications are handled according to privacy, confidentiality, and organizational policies.
• Assist with intake forms, referral forms, consent forms, appointment records, and program documentation as directed.
• Track deadlines, reporting requirements, training records, timesheets, attendance, and other administrative information.
• Prepare draft agendas, record meeting minutes, transcribe notes, and distribute approved materials as required.
• Maintain accurate filing systems, document tracking processes, and records retention practices.

Program & Office Coordination

• Support Health Department programs, clinics, workshops, community events, and visiting service providers with preparation, registration, logistics, and follow-up.
• Assist with ordering office and program supplies, maintaining inventory, and organizing equipment and materials.
• Prepare purchase requests, travel forms, honorarium forms, cheque requisitions, invoices, and other administrative paperwork as directed.
• Support internal communication between Health Department staff, leadership, community programs, external agencies, and clients.
• Assist with monthly reports, statistics, data entry, funding documentation, and program activity summaries.
• Maintain a clean, organized, welcoming, and professional front office environment.

General

• Following Wabauskang First Nation policies, procedures, cultural protocols, and service standards.
• Engagement in ongoing professional development and required workplace training
• Perform additional duties as may be assigned by the Health Director / Health Manager, the Executive Director, or Human Resources as required.

Funder Requirements

The Health Department Secretary must support all provincial, federal, organizational, and program funder expectations, including:

• Completing documentation, data entry, filing, and reporting support accurately and on time
• Maintaining confidentiality, privacy, and secure records practices
• Following approved administrative, financial, and health program procedures
• Supporting program evaluations, audits, training records, and reporting requirements as requested

Education & Qualifications

Education (Preferred but not required):

The ideal candidate will possess a certificate or have completed coursework in one or more of the following areas:

• Office Administration
• Medical Office Administration
• Health Administration
• Business Administration
• Community Services
• Human services–related fields

Equivalencies & Transferrable Skills:

• Previous administrative, reception, clerical, or customer service experience (preferred)
• Experience working in a health, community, First Nation, or social services environment (preferred)
• Strong computer skills, including Microsoft Word, Excel, Outlook, and electronic filing systems (required)
• Ability to maintain confidentiality and handle sensitive information with discretion
• Strong communication, organization, time management, and attention to detail
• Ability to work independently, prioritize tasks, meet deadlines, and support multiple staff members
• Knowledge of Indigenous communities, culture, protocols, and community-based service delivery
• Professionalism, reliability, patience, and respectful client service

Other Requirements:

• CPIC / Vulnerable Sector Check (or willingness to complete)
• Valid driver’s licence and reliable transportation may be required
• Must strictly maintain standards of privacy, confidentiality, professionalism, and respectful communication
• Willingness to complete required training related to privacy, workplace safety, records management, and health program administration

Working Conditions

• Full-time office-based position within the Health Department
• Frequent interaction with clients, community members, staff, leadership, and external service providers
• Requires extended periods of sitting, computer use, filing, photocopying, and handling paperwork
• May require occasional support for community events, clinics, workshops, or visiting health professionals

Preference will be given to those of Aboriginal Ancestry – per Section 16(1) of the Canadian Human Rights Act.

We wish to thank all applicants for their interest; however, only short-listed candidates will be contacted for interview.