Amended - Administrative Assistant - Health Care

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

What can I expect to do in this role?

• Book medical appointments with community clinics, hospitals, etc.
• Coordinate the request for medical files from court services and/or lawyers
• Organize medical information, records and files (via paper route)
• Oversee the flow of information, track documents and maintain accurate records
• Establish and maintain a paper-based filing system, and archive medical files in accordance to record management guidelines and standards
• Prepare a variety of correspondence, including letters, memos, reports, charts, graphs and standing orders
• Proof read documents for accuracy, grammar and formatting

How do I qualify?

Administrative Skills

• You have proven experience working in a multi-disciplinary team environment to provide a wide range of administrative services for the Health Care department (e.g., scheduling appointments, greeting the public, maintain a filing system, etc.).
• You have proven experience working within a legal, institutional and/or community medical/healthcare setting.

Communication and Interpersonal Skills

• You can communicate and work effectively within a multi-disciplinary team environment and liaise with external partners (e.g., community health clinics, court services, etc.) with tact and diplomacy.
• You have excellent writing skills to prepare written correspondence, including reports, letters and meeting minutes.

Record and file Management Skills

• You have proven experience to manage files and records, oversee the flow of information and track documents.
• You can establish and maintain a filing system, and archive files in accordance with record management guidelines and standards.
• You have interpretive knowledge of practices and/or procedures related to the confidentiality and disclosure of information (FIPPA).

Analytical, Problem-Solving and Organizational Skills

• You can identify and resolve administrative-related issues.
• You can verify accuracy and completeness of documents, files and information, and correct discrepancies.
• You can determine workload priorities and manage conflicting deadlines, while working in a fast-paced environment with time-sensitive pressures.

Computer Skills

• You are proficient in MS Word, Excel, as well as electronic mail, spreadsheet, database and presentation software to produce a variety of documents and correspondence, create spreadsheets, coordinate meetings and schedules, manage files and track information.

Additional Information:

• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• Employees working in congregate living settings may be required to provide proof they are fully vaccinated, meaning they are fully vaccinated as defined by the Ministry of Health (refer to: COVID-19 Fully Vaccinated Status in Ontario), including 14 calendar days have passed since receiving their final dose of the COVID-19 vaccine. Furthermore, employees working in congregate living settings may be required to undergo regular rapid antigen testing, regardless of vaccination status, as determined by the Employer.