Administrative Assistant – Clinical Programs – Full Time

The Administrative Assistant provides secretarial and administrative support to a Program or work group, by dealing with issues of highly confidential and/or sensitive nature. Provision of secretarial assistance to the administrative and medical leaders, physicians and staff includes tasks such as: typing, creation of reports, meeting coordination and documentation of minutes, travel arrangements, mail distribution, reception and customer service, ordering and monitoring of supplies; some special assignments may occur.

DUTIES:

1. Relieves administrative / medical leaders of various administrative details and coordinates and maintains effective office procedures and efficient work flows.
2. Schedule appointments, maintains calendar, and receives visitors and telephone callers and refers them to the appropriate person as circumstances warrant.
3. Sorts, reads, annotates incoming mail and documents and attaches the appropriate file or information to facilitate necessary action and determine routing, signatures required and maintain follow-up.
4. Composes correspondence and reports outlined by administrative / medical leaders with oral and/or written direction.
5. Prepares supporting data for projects, meetings and reports, correlates and edits material submitted by others and organizes material in draft form.
6. Maintains filing and records management systems and other office flow procedures.
7. Provides support for meetings included: scheduling, minute taking, preparation and distribution of agenda and meeting packages for assigned groups.
8. Arranges business itineraries and coordinates travel requirements.
9. Contributes to the continuous improvement in the administrative functioning of the organization by identifying and implementing process improvements, maximizing the use of technology and collaborating with others to gain and share knowledge.
10. Works collaboratively with other administrative positions ensuring mutual coverage during absences.
11. Additional duties as assigned.

QUALIFICATIONS:        

1. Community College Diploma in Office Administration or equivalent
2. Previous administrative assistant experience in a health care setting an asset

     KNOWLEDGE:

1. Working knowledge in calendar / email, word processing, spreadsheets and presentation software (Microsoft Office).
2. Knowledge of telephone systems, data projectors, laptop computers, video and phone conferencing equipment usage and management.

     ABILITY:

1. Communication skills, planning, time management and customer service are required
2. Experience with preparation of written material, accuracy in spelling, grammar and correctness of words, and basic proof reading.
3. Ability to use basic mathematical concepts, established formulas or standard procedures to interpret or develop routine financial or statistical information, reports, spreadsheets and tables.
4. Demonstrated ability to perform multiple tasks with efficiency.
5. Ability to work in a multidisciplinary environment with high sensory demands.
6. Demonstrated ability to maintain successful working relationships; ability to meet and interact with people in a pleasant, professional, responsible and reassuring manner, both in person and on the telephone; tact, courtesy and alertness in public contacts.
7. Demonstrated behaviour consistent with the hospital’s mission and values statement and The Employee Standards of Performance.      

Note: Because of the changing nature of the work and work to be done, other responsibilities and duties may by assigned and qualifications may be adjusted from time to time.