Administrative Assistant – Abilities & Health

Job title: Administrative Assistant – Abilities & Health

Job description: Unity Health Toronto, comprised of Providence Healthcare, St. Joseph’s Health Centre and St. Michael’s Hospital, works to advance the health of everyone in our urban communities and beyond. Our health network serves patients, residents and clients across the full spectrum of care, spanning primary care, secondary community care, tertiary and quaternary care services to post-acute through rehabilitation, palliative care and long-term care, while investing in world-class research and education. Join our team in our mission to continue to put patients and families at the centre of everything we do, in the role of Administrative Assistant.

DUTIES & RESPONSIBILITIES:

• General office duties include maintaining and updating the staff schedules, sorting mail, phone, fax and email correspondence, maintaining computer and paper filing systems, arranging courier services, photocopying, ordering supplies, equipment maintenance, preparing and typing documents, packages, and presentations, bill payments and requisition procedures, and monitoring office activities
• Responsible for greeting visitors, answering all calls and responding to inquiries and/or directing calls as appropriate.
• Schedules meetings, books rooms through the hospital’s Scheduler Plus system, records and distributes minutes, agendas and other materials
• Provides excellent customer service and serves as a front-line representative and communication relay person
• Creates employee health files (electronic and hard copy)
• Maintains files and staff database summaries for training and certification
• Continuously seeks opportunities for quality improvement to ensure optimal departmental operations
• Any other responsibilities as requested by the Manager.

QUALIFICATIONS:

• Minimum of 2 years administrative/secretarial experience in a Hospital setting required
• Proven computer ability with advanced knowledge of Microsoft Word, Access, PowerPoint, Excel, Outlook Electronic mail, SMH systems including scheduling system and payroll
• Previous experience in a clinic and/or hospital setting preferred
• Excellent interpersonal, communication and organizational skills
• Knowledgeable in managing highly prioritized projects simultaneously in order to ensure all projects are running smoothly
• Experience in coordination meetings, teleconferencing, webcasts, etc with a variety of stakeholders
• Ability to employ highly organized and systematic work habits
• Ability to work independently and to manage competing workloads
• Demonstrated initiative and is a self-starter
• Demonstrated ability to problem solve and multi-task in a busy environment
• Demonstrated ability to work co-operatively in a team environment
• Demonstrated commitment to providing exceptional customer service
• Must have excellent attendance/punctuality record

As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. Please note, if you are extended an offer of employment, you will be required to provide proof of vaccination in Ontario QR Code format. All internal candidates must be in compliance with Unity Health Toronto’s COVID-19 Vaccination Policy.

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