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SalaryAt Ontario Health, we are committed to developing a strong organizational culture that connects and inspires all team members across the province. Our vision is that together, we will be a leader in health and wellness for all. Our mission is to connect the health system to drive improved and equitable health outcomes, experiences and value. How we work together is reflected through our five values: integrity, inspiration, tenacity, humility and care.
Want to make a difference in your career? Consider this opportunity.
Working with Managers, the Administrative Assistant is responsible for providing confidential administrative support to, and completing research on, a variety of topics for the Manager and the respective department; this includes preparation of presentations, reports, correspondence, and coordination of meetings and calendars. Working both independently and in a team environment, the Administrative Assistant works in a fast-paced environment while maintaining accuracy and reliability of work performed.
The Administrative Assistant participates in and demonstrates an understanding of quality, risk and patient safety principles and practices, following all safe practices and procedures to support a safe patient and working environment.
Here is what you will be doing:
- Prioritizes information needed, and prepares briefing materials and background documents for meetings or pending decisions for the Manager.
- Prepares agendas and takes minutes at meetings.
- Acts as a liaison in matters involving committees of the Manager and matters requiring interdepartmental coordination.
- Prioritizes and manages the Manager’s calendar, sets up meetings on the Manager’s behalf and resolves scheduling conflicts.
- Handles logistics for travel, accommodation, seminars, meetings and presentations.
- Directly responds or coordinates responses to requests for information from internal/external parties.
- Develops and maintains a document management system.
- Completes projects as assigned.
- Maintains status reports for departmental projects.
- Initiates and maintains data management reports and provides analysis for Manager’s review.
- Participates in special projects (if applicable).
- Maintains and manages computer and hard copy records and files including maintaining filing systems.
- Supports team to maintain common systems or databases.
- Performs other related administrative duties as assigned.
- Actively participates within cross-functional teams to advance the OH’s strategic directions and operational activities.
- Encourages and supports patients and families to be actively involved in their health care, e.g. asking questions to ensure clear understanding.
- Complies with the Ontario Health Code of Conduct, Occupational Health and Safety Act, applicable regulations and procedures, e.g. wearing appropriate personal protective equipment.
- Keeps alert to possible job hazards and takes prompt action to eliminate unsafe conditions.
- Participates in health and safety orientation, education and training and stays informed about safety requirements.
- Advocates for a safe work environment by making safety improvement suggestions and promoting safety initiatives.
Here is what you will need to be successful:
Education and Experience
- Greater than one (1) year Post-secondary diploma in Administration or Business or a related field.
- Greater than one (1) year of experience providing a variety of complex administrative services to a team.
- Comprehensive knowledge of and proficiency with Windows-based hardware/software and inter/intranets.
- Ability to use MS Office applications (e.g., Outlook, Word, Excel, PowerPoint, SharePoint etc.), and other computer programs such as Adobe Acrobat Standard.
Knowledge and Skills
- Experience in a health care environment considered an asset.
- Demonstrated verbal and written communication skills to communicate effectively with staff at all levels, including the public and to prepare/edit drafts.
- Demonstrated time management, organizational, and attention to detail skills and abilities to prioritize multiple, often conflicting demands.
- Demonstrated ability to work under pressure and meet deadlines.
- Ability to organize and prioritize assignment, as well as functional and portfolio areas to work effectively and efficiently for a number of staff with differing work styles.
- Basic knowledge of Ontario Health business strategies, objectives, priorities, and programs.
- Knowledge of Ontario Health Policies.
- Basic understanding of the Ontario Health, West Region’s stakeholders as well as overall issues and priorities within the health care sector.
- Knowledge of commonly accepted office and administrative practices, processes and procedures (e.g. file maintenance, customer service etc.).
- Proficiency in French is an asset.
Reporting to: Manager, Health Equity & Priority Populations
No. of Opening: One (1)
Employment Type: Permanent Full-Time
Schedule: 35 hours work week
Pay Rate: $23.16 per hour
Classification: Southwest - CUPE
Internal Application Deadline Date: March 21, 2024
Location: South West Region, Ontario (currently hybrid; subject to change). All applicants must be a resident of Ontario to be considered for roles at Ontario Health.
Ontario Health encourages applications from candidates who are First Nations, Métis, Inuit, and urban Indigenous; Francophone; Black and racialized; members of 2SLGBTQIA+ communities; trans and nonbinary; and disabled.
We encourage applicants with accessibility needs to notify us if they have any accommodation needs in the application and/or interview process.
Note: As part of the initial recruitment screening process, applicants must confirm that they are fully vaccinated against COVID-19. If applicants are not fully vaccinated, they will be required to identify any accommodation needs pursuant to a protected ground under the Code. Applicants who identify an accommodation need will be required to provide supporting documentation with respect to their need for accommodation when requested by Ontario Health. If no such accommodation is identified, the applicant will not be eligible to proceed through the recruitment process.
