Administrative Assistant - Ontario, Canada - Ontario Health

Ontario Health

Verified Company

Ontario, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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 fastpaced 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 inter-departmental 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 and 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 strategic directions and operational activities.-
Maintains a daily focus on patient safety as everyone's responsibility.-
Complies with patient safety initiatives, e.g. hand hygiene protocols.-
Keeps alert to patient hazards and takes prompt action to eliminate unsafe conditions, e.g. not exposing patients or co-workers to your illness.-
Reports incidents or near misses to appropriate management by using ETMS, an organizational adverse event reporting system.-
Encourages and supports patients and families to be actively involved in their health care, e.g. asking questions to ensure clear understanding.-
Advocates for safe, quality patient care by making safety improvement suggestions and promoting safety initiatives.-
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.- 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. 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.). Comprehensive knowledge of and proficiency with Windows-based hardware/software and inter/intranets.
Communicates directions and requests for information/material/action from the Manager to appropriate individuals within, and external to, Ontario Health (West Region). Listens effectively to respond to inquiries; some conversations may be sensitive and/ or contentious and require de-escalating in a sensitive, empathetic manner. Addresses inquiries from the public on general information or questions, or directs them to the proper Facilitate the preparation for meetings. Demonstrates abilit