Senior Healthcare Administrative Assistant

Job title: Senior Healthcare Administrative Assistant

Job description: “The start date of this job is flexible and in order to find the best candidate the job may remain open much longer than the date mentioned on this posting…..or you may be asked to start sooner than the expected start date if you are able to do so!”

URGENT: Please read the job description below. If this interests you, please send a MS-Word version copy of your updated resume (ASAP) along with your salary expectations, first available date and a telephone contact number.

Please mention the job title above in the subject line

The recruiter in charge of this role is Sunita

If you do not think you are a match for this opportunity, but know someone who is, feel free to forward this email to them and you will be eligible for a referral bonus upon a successful hire.

One of our Government clients is looking for a Senior Healthcare Administrative Assistant

Length: 6 months contract with a possibility of an extension

Location: Toronto, ON – HYBRID

JOB DESCRIPTION:

The purpose of this role is to manage the day-to-day activities of the Senior Director. Is responsible for office administration, planning and coordination as well as helping ensure the smooth and efficient functioning of the department. Provide best practice governance services to the Board of Directors, Board Committees, and management in fulfilling their mandate.

KEY RESPONSIBILITIES:

Quarterly Hospital Dashboards (quarterly)

· Preparation of correspondence and sending reports to individual hospitals

Meeting Coordination (includes agenda development, invitations and announcements, material preparation and distribution and minutes)

· Clinical Operations (monthly)

· Hospital and Professional Services (monthly)

· Clinical Updates (weekly)

· Donation and Transplant Leadership (bi-weekly)

· ORNGE NPOD meetings

· ODO Meeting with BC Transplant and Quebec Transplant

Communications to Hospitals, Clinical Staff, and other stakeholders

· Proofreading communications, and distributing final versions

· Maintaining electronic files of internal and external communications

· Communication examples: hospital award letters, hospital outbreak letters, Quarterly Hospital Dashboards, protocol updates to hospitals, staff communications re N95 mask fit testing, and research and teaching tissue recovery rationale.

Contracts

· Maintaining Donation-Specific contracts table and monitoring expiry dates, sending internal reminders re renewals, etc.

Public Reporting

· Quarterly update on confirming Hospital CEO contacts are current

Calendaring

· Avoid meeting conflicts, reschedule, and schedule meetings as requested

COVID-19 Hospital Outbreak work

Receiving Outbreak reports and contacting hospitals for required information, updating internal report for staff

· For Director, Hospital Programs

· OTDC Scheduling

– Update schedules with sick calls and schedule changes.

· Hospital Awards

– Order awards, distribute awards to hospital upon delivery, point of contact when hospitals have inquiries

Daily Staffing Sheets

– On a weekly basis, populate the daily staffing sheets and confirm each schedule at the end of the day

· Donor Funding

– Populate donor funding letters and packages, align the funding amount with verified report

· Green Bags

– Disinfect and fill green bag orders from OTDCs.

· Green Bags – Inventory

– Ensure Green bag materials are in stock. Fulfill if necessary

· SharePoint

– Update hospital lead information. Ensure hospital contacts are accurate and up to date

· Electronic Access

– During onboarding process, grant new hires e-access at their covering hospitals. During off boarding, deactivating access to those who have left the organization

· Calendaring

-Scheduling internal and external meetings

– Avoid meeting conflicts, reschedule, and schedule meetings as requested

· Organ & Tissue Donation Committee Meetings

– -Scheduling 5-6 meetings each month with hospitals

– -Scheduling preparatory meeting between Director and OTDC before each meeting

– -Sending meeting material to hospital leads in advance of meeting

CCSO Reports

– Add the CCSO reports to the ‘S’ Drive

Case Feedback Forms

– Send hospitals’ leads the CFF on behalf of the Director. Archive the sent email and redirect the CFF to the hospital on Monday.com

BCT Mass Text Messaging

– Upon request, send out a mass text message to all OTDCs. Maintain the OTDC distribution list

Onboarding/Off boarding – OTDC Staff and Hospital Leads

– Update all distribution lists, contact lists. Forward all calendar invites and create check-in meetings. Ensure the PRC and receptionis

…

t is aware of any updates for OTDCs

OTDC Distribution/Contact Lists (FT/PT/Casual)

Maintain the daily staffing sheet contact lists, SharePoint, PRC/Receptionist contact lists and ensure Outlook distribution lists are updated and well-maintained

Hotel Reservations – OTDC Orientation

Reserve hotel rooms on for new hires who are coming to Toronto for orientation. Create supplier forms on Workday so invoice is paid in a timely manner

EDUCATION & EXPERIENCE:

· Undergraduate degree, diploma or certificate in Business Administration, Office Administration, or an Executive Secretary program or equivalent.

· Minimum three (3) years of experience supporting in a senior executive role (Senior Executive Assistant to Corporate Body (minimum) or a combination of equivalent experience and education.

KNOWLEDGE AND SKILLS:

· Previous Board Secretary experience (preferred);

· Demonstrated attention to detail.

· Demonstrates an executive presence.

· Demonstrated written and verbal communications skills.

· Proven ability to be highly flexible and responsive, with a sense of urgency.

· Demonstrated quick learner (of organizations’ business, Board By-laws and MOU with Ministry);

· Demonstrated proficiency with MS Office.

Please note that this is the most up to date version of job description available at this time – During Client Interview you will receive additional information – variance may apply!

Please note: Adherence to our end client’s vaccination policy is a requirement

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