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SalaryTitle: Administrative Assistant
Department: Women & Children’s Program
Position Number: 50015248
Hours of Work: Temporary Full-Time Position, (Approximately 10 months)
Hourly Rate: $28.42 - $34.11 per hour
Union: Non-Union
PRIMARY FUNCTION:
Reporting to the Program Operational Director for the Women & Children’s Program, the Administrative Assistant provides high-level administrative support for the Program by managing office operations.
Within this role the employee is accountable for contributing to the delivery of the Kingston Health Sciences Centre strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.
DUTIES AND RESPONSOBILITIES:
Provide confidential, administrative support to the Program Operational Director, Program Managers and other multidisciplinary staff within the portfolio with minimal direction by resolving of administrative requests or issues and ensuring appropriate admin policies are followed by program. This includes the preparation of correspondence, presentations, processing invoices and requisitions, document and records management, preparing meeting agendas, producing meeting minutes and managing and updating data dashboards.
Duties include:
- Report monthly statistics to the Finance Department (i.e. Labour & Delivery, genetics and Lakeside Clinic)
- Maintain electronic calendar for Program Operational Director and support calendar of Program Managers
- Schedule meetings (internal and external) and arrange room bookings where required
- Perform monthly financial and statistical reporting
- Complete, copy, gain approval and forward: cheque requisition, petty cash vouchers, requisitions (i.e. education, maintenance, purchase, capital), travel authorizations, and UHKF applications
- BORN database management (generating reports, queries)
- Attendance, sick time (tracking, reporting)
- Pull BORN database data
- Provides cross coverage for absences of the Administrative Assistant, Medicine Program.
- Track and produce quarterly billing requisitions for the Maternal Serum Screening and Ottawa Fertility Centre
- Maintain and track some position control elements
QUALIFICATIONS:
- College Diploma in Business Administration or equivalent combination of education and experience.
- Minimum of three years secretarial experience in the health care field.
- Medical terminology course preparation and experience required.
- Experience with data base applications would be an asset.
- Demonstrated experience with Windows based spreadsheet applications.
- Proficiency with Windows based word-processing, spreadsheet, e-mail, presentation software applications and SAP is essential, minimum of 55 w.p.m. on test.
- Demonstrated ability with above average written and verbal communication skills, including good grammar, composition and spelling.
- Evidence of strong organizational skill with the ability to work under pressure and meet deadlines is essential.
- Must have excellent interpersonal skills with demonstrated ability to communicate effectively, courteously and tactfully with all types of people.
- Proven ability to attend work on a regular basis.
- Satisfactory criminal record check required.
PHYSICAL REQUIREMENTS:
The applicant must be able to meet the physical demands of this position.
We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices.
If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.
KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.
