To: Tracey Brodniansky Director, Tertiary, Forensic and Residential Services Addiction and Mental Health

From: Gwendolen Sawchuk Executive Assistant

Date: February 9, 2015

Subject: Job Analysis – Administrative Assistants

For Management and Out-Of-Scope (MOOS) employees, Alberta Health Services has decided there will be a management review of our current management structure from the front-line manager up to ensure we have the right structure, the right number and the right distribution of direct reports. With this review, administrative support positions will also be looked at, particularly positions within the MOOS stream. This will directly affect 320 MOOS Administrative Assistants within the Addiction and Mental Health portfolio.

As you know, Administrative Assistants job requirements cover a large variety of responsibilities, from calendar scheduling, communicating with staff, patients and families, accounting, drafting correspondence, ad hoc items, and meeting scheduling. Any new employee will not have the proper knowledge to complete the more complex tasks are may complex items are learned internally and on the job i.e. procurement and internal project management. Prior to AHS’s review of MOOS positions, Administrative Assistants were tied to the level of supervisor they supported i.e. Administrative Assistants supporting Director’s were at the same grade level. With the management review underway, it can be assumed that new employees should be able to assume all day-to-day responsibilities while seasoned Administrative Assistants can concentrate on more complex projects.
As a result, each Administrative Assistant had a job analysis interview and a position description questionnaire completed to understand the duties and responsibilities of each individual job. Each position was then placed into a grade level based on job content.
Administrative Assistants are one of the most valuable job groups in an organization because they provide much needed support for departments, teams, groups or individuals. So valuable, in fact, that they have their own holiday, Administrative Professional’s Day celebrated on the last Wednesday in April.
The chart below has assisted in the review of the Administrative Assistant positions in the Addiction and Mental Health portfolio. Using this classification job evaluation method is a good compromise between using a pure job content approach and using the supervisor’s grade level to determine the value of the assistant’s job.

Classification/Title Job Summary Education & Experience
Administrative Assistant I Performs routine administrative responsibilities, under close supervision. Performs tasks using various office technologies. Maintains schedules and coordinates meetings. Assembles information, prepares routine reports, manuals, agendas and correspondence. Maintains necessary office supplies for the group supported. High School,
6 months-1 year
Administrative Assistant II Assembles and analyzes information; prepares reports, manuals, agendas and correspondence. Sets up, organizes and maintains the office procedures and systems. Over-sees travel arrangements and processes related to expense reports. Screens mail and telephone calls, directs requests to appropriate individuals and follows up on replies. Coordinates meetings both internally and externally. High School,
2-3 years
Administrative Assistant III Provides administrative support in an office environment requiring a thorough knowledge of company policies and practices. Assembles and analyzes confidential information, prepares reports, manuals, agendas and correspondence. Maintains schedules and coordinates meetings. Screens mail and phone calls. Follows up on replies and may compose responses for the manager. May attend meetings and coordinate follow-up actions. High School,
4-6 years
Administrative Assistant IV Provides administrative support to for one or more key managers in an organization. Assists managers with complex details and advanced administrative duties. Independently investigates assigned problems determining method of research data requirements as well as analysis techniques. Prepares reports and recommendations for action by manager. Associates Degree,
5-7 years
Administrative Assistant V Provides advanced administrative support for the top management of the organization. Assignments involve work of a confidential or complex nature, requiring considerable discretion, judgment, tact and diplomacy. Gathers, assembles and analyzes information and data from a wide variety of sources. Provides a broad range of complex responsibilities involving confidential or technical information. Associates Degree,
8-10 years

A clear difference in the roles of different categories of Administrative Assistants was found, although they have many tasks in common.