Hours: 37.5 Hours biweekly (Days)

Salary: CG-26 (CAD25.03 - CAD27.70 per hour)

Competition Number: VAC0011602

Posted Date: 2025-06-13

Closing Date: 2025-06-20

In consideration of the vision, mission, values, and strategic priorities of Newfoundland and Labrador Health Services (NLHS), and in support of a learning health and social system, the NLHS Provincial Policy Office serves to provide a standardized approach to the development, review, approval, implementation, and document management of NLHS directional documents (e.g., policies, Medical Directives) and their writing resources. The Provincial Policy Office team endeavors to partner with all organizational portfolios to develop internal capacity and knowledge about applying a policy lens to identify policy enablers and inhibitors, that will standardize decision making and expected behaviors, and outline accountabilities and responsibilities, in an effort to transparently minimize risks, and improve quality for better health outcomes and employee experiences.

Job Summary:
Reporting to the Provincial Director of Planning and Policy, within the Quality and Learning Health Systems Portfolio, the Clerk III is a team member of the NLHS Provincial Policy Office and assists in the co-ordination of operations and services of a highly confidential nature of the Provincial Policy Office. The incumbent handles inquiries, supports quality reviews, document management, and reporting of the Provincial Policy Office.

Key Responsibilities
The Clerk III plays a key role in advancing the mandate of the Provincial Policy Office. This includes the following and other project duties to support continuous improvements:
? Responding to general inquiries and requests for document access (e.g., ATIPP, audits, research, legal proceedings, arbitrations, etc.).
? Proofreading and formatting documents prior to publishing.
? Liaising with authors and approvers (e.g., CEO, VPs, Sr. Directors and Directors) regarding published and ready-to-be-published documents, assisting with process inquiries and accountabilities, and correcting errors.
? Operating as a subject matter expert in an administrative role within the document management system. This includes uploading and downloading documents, managing folders, managing access, configuring workflow, managing actions, configuring and managing users, running and creating reports.
? Completes and maintains key configuration elements of the electronic content management system such as location, record types, classification plans, retention schedules, user groups and profiles, viewer options, global settings, security, and other system options.
? Develops input forms and report templates to be utilized by system users.
? Ensures all data, information and system details are imported successfully into electronic content management to ensure accuracy and quality assurance of the system.
? Creates and updates training manuals, quick reference guides, process documents and configuration materials specific to electronic content management functionality and processes.
? Interacts with system users to support, troubleshoot and provide advice on problems and questions.
? Collects, calculates, enters, and posts statistics using document management systems, Excel, etc.
? Coordinates and manages administrative functions for Policy Office personnel.
? Coordinates and schedules meetings, prepares agendas, takes minutes, supports projects, compiles and sends feedback, and logs information. (requires TEAMS platform knowledge)
? Publishes Policy Office related information, resources, and tools in various internets/intranets as required.
? Conducts research and document trends within the program and reports accordingly.
? Plans and promotes the program through special events, media and through the delivery of
? educational programs.
? Prepares and delivers program specific presentations, correspondence, and reports as requested.
? Trains new personnel as required.
? Identifies and implements continuous improvement actions including maintaining accurate process maps, standardized work, checklists, forms, and decision trees.

Qualifications:
Successful completion of a two-year Office Administration program OR completion of a one-year Office Administration program from an approved/recognized college supplemented by two years of experience within the last four in a progressively responsible clerical role is required.
Demonstrated proficiency in Microsoft Office, Excel, PowerPoint and Outlook is required.
A satisfactory record of work performance and attendance is required.

*Proof of a current office administration program is required. To be considered current, it must have been completed within the last five years, unless it has been used in recent positions. This must be demonstrated on the application form.

An equivalent combination of education and experience may be considered. Applicants claiming equivalency are required to explain in their cover letter how their education and experience meet the required qualifications.