Want to make a difference in your career? Consider this opportunity!

Working with Managers, the Administrative Assistant is responsible for providing confidential administrative support to, and completing research on, a variety of topics for the Manager and the respective department; this includes preparation of presentations, reports, correspondence, and coordination of meetings and calendars. Working both independently and in a team environment, the Administrative Assistant works in a fast-paced environment while maintaining accuracy and reliability of work performed.

The Administrative Assistant participates in and demonstrates an understanding of quality, risk and patient safety principles and practices, following all safe practices and procedures to support a safe patient and working environment.

Here is what you will be doing:

• Prioritizes information needed, and prepares briefing materials and background documents for meetings or pending decisions for the Manager
• Prepares agendas and takes minutes at meetings
• Acts as a liaison in matters involving committees of the Manager and matters requiring interdepartmental coordination
• Prioritizes and manages the Manager’s calendar, sets up meetings on the Manager’s behalf and resolves scheduling conflicts
• Handles logistics for travel, accommodation, seminars, meetings and presentations
• Directly responds or coordinates responses to requests for information from internal/external parties
• Develops and maintains a document management system
• Completes projects as assigned
• Maintains status reports for departmental projects
• Initiates and maintains data management reports and provides analysis for Manager’s review
• Maintains a daily focus on patient safety as everyone’s responsibility
• Complies with patient safety initiatives, e.g. hand hygiene protocols
• Keeps alert to patient hazards and takes prompt action to eliminate unsafe conditions, e.g. not exposing patients or co-workers to your illness
• Reports incidents or near misses to appropriate management by using ETMS, an organizational adverse event reporting system
• Encourages and supports patients and families to be actively involved in their health care, e.g. asking questions to ensure clear understanding
• Advocates for safe, quality patient care by making safety improvement suggestions and promoting safety initiatives
• Complies with the Ontario Health Code of Conduct, Occupational Health and Safety Act, applicable regulations and procedures, e.g. wearing appropriate personal protective equipment
• Keeps alert to possible job hazards and takes prompt action to eliminate unsafe conditions
• Participates in health and safety orientation, education and training and stays informed about safety requirements
• Advocates for a safe work environment by making safety improvement suggestions and promoting safety initiatives

Here is what you will need to be successful:

• Education and Experience
• Post-secondary diploma in Administration or Business or a related field
• One or more years of experience providing a variety of complex administrative services to a team
• Experience in a health care environment considered an asset
• Knowledge of Ontario Health Policies
• Basic knowledge of Ontario Health South West business strategies, objectives, priorities, and programs
• Basic understanding of the Ontario Health South West’s stakeholders as well as overall issues and priorities within the health care sector
• Knowledge of commonly accepted office and administrative practices, processes and procedures (e.g. prepare/edit drafts, file maintenance, customer service, etc.)
• Comprehensive knowledge of and proficiency with MS Office applications (e.g., Outlook, Teams, Word, Excel, PowerPoint, SharePoint etc.), and other computer programs such as Adobe Acrobat
• Proficiency in French is an asset

Skills and Abilities

• Ability to organize and prioritize assignments based on knowledge of the South West, as well as functional and portfolio areas
• Ability to work effectively and efficiently for a number of staff with differing work styles
• Verbal and written communication skills to communicate effectively with staff at all levels including the public
• Time management, organizational, and attention to detail skills and abilities to prioritize multiple, often conflicting demands
• Ability to work under pressure and meet deadlines

Reporting to: Manager, Digital Transformation & Innovation

No. of Opening: One (1)

Employment Type: Permanent Full-Time

Schedule: 35 hours work week

Pay Rate: $23.16 per hour

Classification: Southwest - CUPE