Administrative Assistant

Job title: Administrative Assistant

Job description: Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka.

Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada.

Job Summary

Reporting to the Manager Professional Practice, Skin and Wound and Student Placements, the Professional Practice Administrative Assistant is responsible for providing secretarial, administrative, coordination and organizational support to the Professional Practice, Skin and Wound and Student Placements staff and leadership. In addition, the Professional Practice Administrative Assistant will provide adhoc support for confidential and time sensitive administrative services for the Chief Nursing Officer.
The Professional Practice Administrative Assistant will function with a high degree of attention to detail, quality of workmanship, accuracy and ability to prioritize work in a dynamic, fast paced, team setting, often working with competing priorities. As a member of the Professional Practice team, the Professional Practice Administrative Assistant is committed to Southlake’s purpose of “Building healthy communities through outstanding care, innovative partnerships and amazing people” by living the Southlake Values and upholding the hospital Code of Conduct.

Primary Responsibilities

• Provides confidential and time sensitive administrative services for the Professional Practice portfolio, often within competing time frames.
• Prepares documents such as agendas, minutes, and related correspondence associated with meetings of the Professional Practice Department and assigned committees.
• Prepares administrative documents such as flowcharts, graphs, surveys, program metrics, statistics, reference guides, and presentation materials.
• Develops draft brochures, pamphlets, flyers, educational and marketing materials and forms and works collaboratively with the Corporate Graphic Designer to finalize.
• Maintains databases for program metrics and prepares preliminary reports as required.
• Ensures and deploys up-to-date technology office support to ensure the most effective and efficient operation of the office.
• Prepares meeting facilities, assisting with preparation and distribution of meeting materials, booking rooms, setting up the room with audio visual equipment and making other arrangements as required.
• Distributes correspondence and meeting materials in a timely manner to facilitate committee functioning.
• Manages electronic calendars with an ability to assess and anticipate individual needs.
• Submits appropriate forms for requisitions and expense reimbursements such as grant applications, facilities management, and purchasing.
• Organizes processes and monitors quarterly totals for all Nursing related Education Applications.
• Coordinates course and conference registrations, travel and accommodations as requested by Professional Practice leadership members.
• Assists in the coordination of events, activities, surveys, e.g. Nurses week, Survey Monkey.
• Co-ordinates a variety of engagements/conferences with both external and internal clients.
• Processes Professional Responsibility Workload (PRWs) and Workload increase forms.
• Monitors status of projects and meeting tasks and reports status of completion.
• Enters and signs off EZ-Labour for the Professional Practice and Patient Experience Portfolios.
• Provides back up support for other Administrative Assistants as required.
• Provides basic support for library related requests as required.
• Ability to make independent decisions based on knowledge of current situations and sound judgement.
• Ensures a system to maintain confidentiality of management correspondence.
• Other duties as assigned.

Qualifications

• Completion of Grade XII or recognized equivalent.
• Completion of a recognized post-secondary office administration or executive secretary program at the diploma or certificate level or equivalent.
• Medical terminology course.
• Minimum three years recent related administrative support experience required.
• Previous on-the-job computer/word-processing, database and spreadsheet software experience required.
• Proficiency in working with Microsoft Office 365, Excel, PowerPoint, Visio and Outlook required.
• Ability to manage data to produce statistics, metrics, scorecards and reports required.

Experience in healthcare and in particular an acute care setting preferred.

• Experience engaging with staff/physicians/volunteers including patient and family advisors.
• Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to Southlake Regional Health Centre standards.
• Adept in the use of technology to support the program functions.
• Excellent verbal and written communication skills.
• Excellent organizational and time management skills with strong multi-tasking ability.
• Excellent interpersonal and customer service skills.
• Ability to produce high quality work with attention to detail.
• Ability to work well under pressure.
• Ability to use good judgement in assessing difficult situations with resourcefulness and strong problem solving skills.
• Ability to anticipate the needs of others.
• Ability to work well in a fast paced team environment.
• Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information.
• Demonstrates initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously.
• Ability to identify administrative problems and make recommendations to solve them.
• Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders.
• Professional and customer service oriented with an ability to work with individuals across all levels of the organization.
• Ability to perform the essential duties of the job.
• Proven attendance record.
• Demonstrates understanding and complies with Southlake policies and procedures.
• Fosters a safe and inclusive environment for all.
• Commitment to providing the best possible experience for our patients and families as well as our staff and volunteers.
• Models behaviour that is aligned with the values of Southlake Regional Health Centre.
• Always with compassion
• Power of many
• Serve with purpose
• Every voice matters
• Courage to think differently

As a condition of employment, you are required to submit proof of COVID-19 vaccination to the Hospital’s Occupational Health and Safety department. Successful candidates will be required to submit proof of COVID-19 vaccination (two doses) from the Ontario Ministry of Health website or other authorized source directly to the Occupational Health and Safety department. In the event that you are unable to be vaccinated as a result of a ground protected under the Human Rights Code, you may submit a written explanation of the ground and any supporting documentation to determine if you are exempt from this requirement to the recruitment team. A recruitment representative may follow up with you for further information if necessary.

At Southlake, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve, including those with disabilities. Southlake is committed to providing accommodations in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.

It is the responsibility of all Southlake employees to work in a safe manner and promote health and safety in the workplace.

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