Are you highly organized, detail oriented and able to work accurately in a busy environment with frequent interruptions? Are you seeking a rewarding career that cares for others, in a professional practice that cares for you? You’re looking in the right place.
As an Administrative Assistant to the Director, Patient Services you will be responsible for providing administrative support of substantial scope and complexity. This includes confidential correspondence regarding staff.
By applying your Administrative Assistant experience, you will have the opportunity to play a key role in providing connected, accessible, patient-centered care and be supported by our collaborative team that includes over 8,900 regulated health care and other professionals. As a valued team member, your mission will be to help our patients be healthier at home, while you benefit from our supports for professional growth, personal wellness and work-life balance.
What will you do?
- Manage the calendar of Director by scheduling meetings, making adjustments as necessary based on changing needs and priorities
- Organize a variety of meetings and conferences
- Book meeting rooms as required
- Attend meetings for the purpose of minute taking; transcribes minutes and distributes accordingly and follows up on issues requiring follow-up
- Prepare and maintain a variety of documents, correspondence, reports, presentations and related materials from handwritten or electronically produced drafts; reviews and proofs documents and forms for accuracy and completeness
- Receive, review and prioritize incoming mail and faxes, screens time-sensitive or confidential correspondence, takes action as appropriate; sorts and distributes to department
- Make travel and accommodation arrangements, and prepares relevant claims forms for reimbursement
- Ensure proper meeting room set-up, including preparation of seating and room arrangements
- Establish and maintain appropriate departmental files, both manual and computerized; maintain reference materials for the department (including internal/external circulation lists), research and compile information as requested
- Support various Hospital needs associated with the accountabilities of the Director of Patient Services
- Collect and compile statistical and financial data and other information for inclusion into special and periodic reports
- Identify and discuss non-routine items with Director to discuss action required, and relays instructions to appropriate area
- Identify contentious issues which arise, ensuring Director is informed
- Organize Patient Services orientation, including distribution of materials
- Collect statistical data to support performance appraisal of staff
- Photocopy documents and materials
- Answer telephone calls and refers to appropriate staff member
- In the case of Patient Services, is the on-site contact for situations including, but not limited to, speakers’ bureau, issues related to the premises (e.g. washrooms), etc.
- Provide coverage for other department Administrative Assistants, as required
- Liaise with other internal and external departmental Administrative Assistants and Executive Assistants as necessary to resolve administrative problems and ensure the smooth operation of the department
- Operate a variety of office machines and equipment including copier, fax and transcription equipment
- Embody Ontario Health atHome mission, vision and values and apply quadruple aim (enhancing patient experience, enhancing provider/staff experience, improving value and improving populations health) to support continuous quality improvement in daily work
- Exemplify, embrace and intentionally promote an inclusive work environment where all are meant to feel they belong
- Continually demonstrates a commitment to create a positive culture of equity, inclusion, diversity and anti-racism
- Undertake projects as required
- Other related duties as assigned
What you must have?
- Post-Secondary Certificate or Diploma in Office Administration or equivalent experience
- 3 years’ experience in progressively responsible, related clerical/administrative positions
- Experience related to health care or patient services
- We have a mandatory COVID-19 vaccination policy. As a condition of employment, all employees are required to submit proof of COVID-19 vaccination status prior to start date
What would give you the edge?
- Previous administrative experience in an office environment (e.g., knowledge of the formal and informal protocols and methods of supporting senior-level positions)
- Excellent understanding of general office administrative processes and procedures
- Advanced keyboarding skills and the ability to use a variety of software programs in the Microsoft Office Suite (Outlook, Word, Excel, Power Point, Project and Visio)
- Advanced knowledge of internet searching and navigating
- Ability to prepare routine material from general instructions and take minutes of meetings
- Ontario Health atHome business objectives and priorities
- Good knowledge of divisional objectives and priorities
- Good knowledge of Ontario Health at Home administrative practices and procedures including, but not limited to: policies related to Human Resources, Finance and Privacy; procedures and forms related to conducting criminal records checks; protocol for dealing with/contesting parking infractions; the Employee Code of Conduct; the Employee Reference Guide; other department-specific policies, procedures and forms (e.g., contracts, patients services, etc.)
- Ability to work with Ontario Health atHome specific databases (e.g., Quadrant, CMIS, CHRIS)
- Ability to relay information and instructions from the Director to appropriate divisional Managers for action
- Interacts regularly with Ontario Health atHome staff at all levels and with representatives from external community organizations and patients
- Ability to collaborate and provide guidance to other administrative staff to resolve problems and suggest changes to current practices and procedures
- Use tact, discretion and diplomacy in all communications; negotiation and persuasion skills are needed to manage the Director’s calendar and schedule/re-schedule meetings with internal and external contacts
- Ability to handle sensitive and confidential information in a discreet and professional manner when discussing issues with other Ontario Health atHome divisional staff or external patients
- Ability to listen effectively to staff and patients to identify issues and discern appropriate response
What do we offer?
We know wellness is supported with work-life balance. In an inclusive culture committed to support your passion for continuous learning, growth and innovation, we offer:
- Attractive comprehensive compensation packages and benefits
- Non Union Wage Grid: $49,503.41 - $59,110.65 per annum
- Valuable development opportunities
- Membership in a world class defined benefit pension plan
- Hours of Work: Monday- Friday 8:30am - 4:30pm
Who are we?
We are Ontario Health atHome, ready to serve every person in Ontario. We partner with patients and caregivers, primary care providers, hospitals, long-term care and retirement homes, service providers and Ontario Health Teams, to deliver responsive, accessible, integrated, patient-centered care.
Equity, Inclusion, Diversity and Anti-Racism Commitment
Ontario Health atHome is committed to a culture of equity, inclusion, diversity and anti-racism. We are committed to attracting, engaging and developing a workforce that reflects the diverse communities we serve. We welcome and encourage applications from all qualified applicants. Accommodations for persons with disabilities required during the recruitment process are available upon request.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
