2500000449 - Administrative Assistant II

Lakeridge Health; Oshawa; On-site; Full time

Job summary

An established healthcare provider is seeking an enthusiastic Administrative Assistant II to join their dynamic team. This role offers a unique opportunity to support the Directors in Quality and Infection Prevention while enhancing administrative practices. You will be responsible for managing schedules, preparing documents, and coordinating meetings, all while ensuring confidentiality and attention to detail. The ideal candidate will thrive in a fast-paced environment and possess exceptional communication skills. If you are passionate about making a positive impact within a healthcare setting and enjoy a collaborative work culture, this position is perfect for you!

Qualifications

• Graduate of an Executive or Medical Office Administration Program or equivalent.
• Minimum 3 years' experience in an Administrative Assistant role.

Responsibilities

• Manage schedules and prepare complex documents for directors.
• Coordinate meetings and handle inquiries via phone/email.

Skills

Attention to Detail

Verbal Communication

Written Communication

Interpersonal Skills

Time Management

Problem-Solving

Confidentiality

Education

Executive or Medical Office Administration Program

Equivalent combination of education and related experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

SharePoint

Job description

Administrative Assistant II

Department: Transformation & Continuous Improvement
Program: Quality, Improvement & Risk
Status: Temporary Full Time (18 Month Contract)
Days; 8 Hour Shifts (Subject to Change)
Location: Oshawa
Wage Schedule: $28.120 - $38.240 per hour
File Number: 2500000449

DUTIES AND RESPONSIBILITIES:

We are currently looking for an enthusiastic and experienced Administrative Assistant (AA II) to join our team. In this position you will have the opportunity to use your extensive knowledge and expertise to help us develop, implement and maintain innovative supportive practices that will meet the current and future needs of Lakeridge Health.

Reporting to the Director, Quality, Risk, & Person-Centred Care and the Director, Infection Prevention & Control, the Administrative Assistant II will play an integral role within the teams by providing a full range of administrative activities. Responsibilities will include:

1. Managing the schedule of the Directors and Medical Director;
2. Preparing, formatting and reviewing complex documents, presentations, reports, spreadsheets, and correspondence;
3. Managing databases and updating SharePoint documentation;
4. Coordinating meetings, retreats and workshops including logistics related to accreditation;
5. Preparing agendas and meeting packages;
6. Recording/transcribing meeting minutes, action items and other communications as required for various corporate committees and other working groups/task forces;
7. Handling a wide variety of inquiries and standard reminders via telephone and/or email;
8. Ordering supplies;
9. Submitting expense reports;
10. Ensuring deadlines are consistently met;
11. Some travel may be required and the role will support the two programs across Lakeridge Health.

QUALIFICATIONS:

1. Graduate of an Executive or Medical Office Administration Program, or the equivalent combination of education and related experience;
2. Minimum 3 years' experience in an Administrative Assistant/Secretarial role, preferably in a health care setting;
3. Advanced computer skills with expertise in Microsoft Programs - Word, Excel, Outlook and Keyboarding (tested); a willingness to look to technology to increase efficiency and effectiveness;
4. Outstanding attention to detail and results oriented;
5. Exceptional written, verbal communication and interpersonal skills;
6. Proficiency transcribing and composing minutes with the ability to write clear concise accurate minutes;
7. Proven ability to assess inquiries and problems and to exercise good judgement in making the appropriate referrals;
8. Ability to maintain confidentiality, trust, cooperation and displays sensitivity to those seeking assistance;
9. Ability to work effectively under time constraints;
10. Demonstrated ability to work productively and independently with frequent interruptions in a dynamic, fast paced work environment;
11. Proven success in effectively organizing and prioritizing work assignments;
12. Must have a satisfactory performance record;
13. Demonstrated commitment to our core values of Inclusion, Compassion, Innovation, Teamwork and Joy;
14. Demonstrated understanding of and commitment to Lakeridge Health's comprehensive safety programs and practices including staff, patient and environmental safety and participation in regular in-services in this area;

CONDITIONS OF EMPLOYMENT:

The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.

Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.

Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.

Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants need to make their needs known in advance.

At Lakeridge Health we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive and accessible and to employing a workforce that is representative of the diverse community we provide services to. As an equal opportunity employer we welcome applications from all qualified applicants.

Lakeridge Health is committed to providing a safe and healthy work environment and to preventing the transmission of COVID 19 infections among Lakeridge Health team members and our patients. New Lakeridge Health team members will be required to provide proof of full vaccination for COVID-19 during their Post-offer/Pre-employment Health Assessment, subject to any exemptions recognized under the Ontario Human Rights code.