Senior Administrative Assistant – Surgical Services

Job title: Senior Administrative Assistant – Surgical Services

Job description: Company Description

One of Canada’s Best Diversity Employers and Greater Toronto’s Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of patient-inspired health care without boundaries.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today!

Job Description

This position will provide and manage administrative requirements including the coordination of calendars, preparation of meeting materials, and file management for the Director of Surgical and Ambulatory Services. You will also support other surgical leaders as needed.

Accountabilities:

• Create and format documents, reports, spreadsheets, presentations, compose correspondence, manage databases using office software, publishing software and digital graphics
• Prepare and communicate meeting agendas and take meeting minutes
• Prepare standard forms and department templates
• Schedule complex multi-party meetings, including audio-visual equipment and catering services as required, and liaise with external parties
• Develop and maintain paper and electronic filing systems, including filing of confidential information
• Conduct background research, internet searches, compile data and prepare reports as requested
• Create promotional materials and plan events as required
• Investigate budgetary, payroll and financial issues, and prepare summary reports
• Coordinate program or department submissions for events, such as the budgeting process and Accreditation
• Prepare the submission of travel & expense claims, credit card statements, cheque requests, invoices, etc. and enter bi-weekly payroll information
• Draft memorandums, letters and email correspondence and prepare routine reports
• Schedule group or departmental training sessions
• Assist and respond to service enquiries from Osler staff, physicians, and the public

Qualifications

• Possess College Diploma/Certificate in Office Administration
• Two to three years of experience as an Administrative Assistant with proven track record in supporting senior leaders with multiple, competing priorities
• Advanced proficiency with Microsoft Office, the Internet and electronic data management systems (experience with Facilities data management systems an asset)
• Excellent oral and written communication skills and the ability to interact with staff, trades, physicians and external parties all levels, as a team player
• Experience in conducting background research and internet searches
• Exceptional organizational and time management skills within a fast-paced environment
• Demonstrated ability to maintain a fast work pace, managing multiple priorities with strict deadlines while maintaining a positive attitude
• Demonstrated diplomacy in working with others, employing a cooperative approach with a focus on customer service
• Creative problem-solving skills and ability to exercise good judgment without direction
• Enthusiastic about learning and adapting to changing responsibilities
• Demonstrated interest in advancing the effectiveness of the division
• Must demonstrate Osler Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration
• Must be able to travel between campuses

Additional Information

Hours: Currently Days, 8 hours (may be required to attend off-hours), including weekends and statutory holidays (subject to change in accordance with operational requirements)

Internal application deadline: October 19, 2023

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at .

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.

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