Administrative Assistant

Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care.

Providing administrative assistant support to Clinical Program teams by facilitating daily operations through support of the Program Directors with administrative and clerical functions including:

Calendar Coordination

• Day to day planning to optimize calendar and address priority requests
• Gathers necessary information related to upcoming appointments
• Holistic approach to scheduling eg: Leaves time at the end of the day for leader to wrap up and prepare for next day

Supporting Leaders

• Keeps multiple leaders individually informed on their projects and status of work
• Plans weekly touch-base meeting to confirm daily priorities, clarify assignments, get answers to questions, or resolve open issues.
• Responsive to the emerging needs and requirements of the leader
• Ensures submissions to outside agencies (e.g. CCSO, CCO) are completed and deadlines met
• Assists with internal report preparation (e.g. board reports)
• Supports physicians as needed e.g. Input and update on call for physicians in SPOK
• Supports program managers as needed

File Management

• Creates and maintains file folders (hard copy or on line) as required; ensures all relevant information is filed and can be easily retrieved

Meeting Preparation and Implementation

• Timely execution of all important steps in all meeting stages:
  • pre-meeting - ensures all stakeholders are invited and provided with attachments as appropriate, room booking as required, teleconference or videoconference arranged as needed
  • meeting proper - ensures room is set up/teleconference or videoconference connected if needed and minutes taken
  • post-meeting - follows up with meeting attendees to coordinate action items; completes minutes in a timely manner
• Works skillfully with outside peers to coordinate external engagements, logistics, presentations and regional activities.

Communication

• Professionally prepares and sends memos and communications as requested
• Promotes a “healthy” work spirit

Service Delivery

• Orders supplies and materials as needed
• Arranges for completion of work orders eg: IT issues, furniture moves etc.
• Completes payroll and payroll adjustments
• Assists with preparations for interviews i.e. room booking, coordination with candidates, preparing packages etc
• Assists with onboarding of new team members
• Arranges ‘Lunch & Learns’ for staff
• Assists with completion and submission of Expense reports and invoices for payment
• Supports corporate activities as needed

• Office administration diploma from a recognized college or equivalent experience required
• Minimum of 3 years of experience as an Administrative Assistant working for multiple people an asset
• Experience in a hospital setting preferred
• Medical terminology certificate or equivalent experience required
• Minimum 50 wpm typing speed required
• Demonstrates tact, diplomacy and ensures confidentiality is maintained
• Excellent knowledge of computer software programs and applications i.e Word, Excel, Outlook, PowerPoint
• Experience in eSchedule/API and Meditech considered an asset
• Excellent time management and interpersonal skills
• Demonstrated commitment to customer service
• Satisfactory employment and attendance record
• Must be physically able to do the job
• Understanding and commitment to the hospital’s mission and values
• Excellent verbal and written communication skills

Hours: Monday to Friday; Days; (Hours subject to change based on operational requirements)

Salary: $26.49 - $33.11 per hour

Date Posted: October 17, 2024

Internal Applicants Due By: October 24, 2024

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Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providing accommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.