Administrative Assistant - Toronto, Canada - Ontario Health

Ontario Health

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

At 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.

Trillium Gift of Life Network (TGLN), part of Ontario Health, is responsible for the coordination of organ and tissue donation and transplantation in Ontario.

Our mandate includes increasing public awareness of the importance of organ and tissue donation, education of health care professionals, and ensuring a safe and effective donation and transplant system in Ontario.

Working collaboratively with our stakeholders and fostering organizational and individual growth, we value honesty, trust, respect and compassion.

We are currently seeking an Administrative Assistant to manage the day-to-day activities of the Program Director and be responsible for office administration, planning and coordination as well as helping ensure the smooth and efficient functioning of the department.

Here is what you will be doing:

Attends various meetings (internal, external, volunteer, and stakeholder); records minutes, distributes minutes to ensure follow up on issues arising from meetings
Manages calendars, filing, and books meetings
Manages correspondence including drafting, editing, formatting, and proofreading to ensure accuracy of grammar and detail
Assembles data, and prepares special correspondence, meeting agendas, reports, presentations, packages and other documents
Tracks metrics, runs reports and provides basic analysis of information gathered
Assists with the further development of the department
Provide assistance as needed to the other groups within the department
Provides first point of contact for the department
Schedules and coordinates meetings, interviews, and events
Demonstrates excellent judgment and integrity through protecting the confidentiality of all sensitive correspondence and information
Interacts with internal and external stakeholders, executives and Executive/Administrative Assistants and responds to requests with appropriate urgency and provides relevant information as needed
Coordinates all administrative activities of the Chief/Vice President/Director including booking travel and accommodation arrangements
Plans and co-ordinates all aspects of meeting arrangements, including logistics, IT requirements, refreshments, invitation lists, name badges, facilitation etc
Inventory responsibilities such ordering and sending supplies
Updating contact lists as needed
Organizing and tracking privacy and access forms for clinical staff

Here is what you will need to be successful:
Education and Experience- A post-secondary degree, diploma or certificate in business administration, office administration or an executive secretary program or equivalent- Minimum two (2) years of relevant experience in an administrative role in a healthcare setting or a combination of equivalent experience and education- Demonstrated exceptional organizational ability with superior attention to detail- Demonstrated tact, discretion, and diplomacy- Highly motivated self-starter with demonstrated ability to support a team-oriented environment- Ability to maintain confidentiality at all times demonstrating use of discretion and sound judgment- Demonstrated experience recording accurate minutes of meetings

Knowledge and Skills- Commitment to quality and data integrity- Effective problem-solving skills are essential with the ability to work effectively with all stakeholders involved in the donation process- Computer literate- Proven superior written and oral communication skills- Demonstrated problem-solving and analytical skills- Demonstrated event and time management skills with the ability and flexibility to prioritize multiple tasks and projects in a fast paced, results oriented environment- Highly developed interpersonal skills with the proven ability to work effectively with all levels of staff, volunteers and external clients and stakeholders- Demonstrated administrative and computer skills including advanced proficiency in MS Office, including Word, Excel and PowerPoint

Employment Type:
Permanent Full-Time

Paygrade and Zone: 2A

Internal Application Deadline Date:
March 31, 2023

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 accommo