Administrative Assistant - Etobicoke, Canada - William Osler Health System

William Osler Health System

Verified Company

Etobicoke, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Company Description

One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career.

Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive.

As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities.

We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities.

Guided by our accomplished senior leadership team, together we are driving our vision of patient-inspired health care without boundaries.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment.

Join our team today

Job Description:

This role provides day-to-day administrative support to the Facilities and Engineering Department at Etobicoke General Hospital (EGH - Existing Building) which includes - Manager, Supervisor, CMMS Coordinator, Project Manager and Operations Staff.

This role performs a variety of administrative duties that require comprehensive knowledge of the department, use and/or access to confidential information; and coordinating a range of administrative activities to support the Engineering Department

Accountabilities:

Maintains an efficient filing system, as well as electronic data storage for records, documents and correspondence, including filing of confidential information and other Operational and Projects documents.
Assist in answering Department's incoming calls, routes callers, takes messages, and greets visitors and contractors
Responds to routine inquiries, requests and provide needed information
Coordinates multiparty meetings with audiovisual equipment, as required
Scanning, photocopying and faxing timesensitive documents
Processes and delivers incoming mail, overnight packages and interoffice mail and distributes to other appropriate departments
Finance/Purchasing
Processes billings, and other expense, claims or check requests
Process purchase requisitions
Issue PO# to vendors
Manage vendor files/PO's
Work with Accounts Payable to ensure all paperwork is complete to ensure smooth invoice payments
Complete procurement card expenses and sends monthly report to Accounts Payable
Processes timekeeping records for payroll purposes
Every two weeks submit payroll
Provides assistance during Department's training sessions, meetings or external events
Scheduling
Maintains, updates and posts schedule for the Maintenance employees per Collective Bargaining Agreement's stipulation and clauses
Assist in coordinating planned and emergency shutdowns and maintenance repair work
Maintenance Work Requests/Miscellaneous Duties
Assist CMMS Coordinator towards completions of all emergency work requests
Assign keys/badges to contractors on site
Assist and process orders and maintains inventory of department supplies as needed

Qualifications:

years' experience in roles that provide administrative support with proven track record in supporting senior leaders with multiple, competing priorities

College Diploma/Certificate in Office Administration is preferred
Advanced proficiency with office software, specifically Microsoft Office, the Internet and electronic data management systems
Excellent oral and written communication skills and the ability to interact with all levels of employees as a team player
Exceptional organizational and time management skills within a fastpaced environment
Demonstrated ability to maintain a fast work pace, while managing multiple priorities with strict deadlines while maintaining a positive attitude
Demonstrated diplomacy in dealings with others even when responding to tight deadlines
Enthusiastic about learning and adapting to changing responsibilities
Demonstrated interest in learning the objectives of the department in order to add value to the operations
Must demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration
Must be able to travel between all sites

Additional Information

Currently Days, 4 hours, Monday to Friday and or a total of 40 hours biweekly

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While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used