2500002807 - Administrative Assistant

Lakeridge Health; Oshawa; On-site; CAD 30,000 - 60,000; Full time

Job summary

A healthcare institution in Oshawa seeks an experienced Administrative Assistant. Responsibilities include providing administrative support, managing communications, and maintaining office efficiency. The ideal candidate possesses strong organizational and communication skills, with experience in a healthcare setting. A diploma in Office Administration is preferred. This position offers regular full-time hours with competitive wages.

Qualifications

• Graduate of an Executive or Office Administration Diploma program or significant related experience, preferably in a healthcare environment.
• Significant, advanced experience in an Administrative Assistant role, preferably in a health care setting.
• Demonstrated history of using discretion in dealing with sensitive issues.

Responsibilities

• Provide administrative support including issuing Purchase Orders in SAP.
• Handle communication and correspondence with various departments.
• Manage schedules and organizational tasks for the Senior Director.

Skills

Excellent communication skills

Organizational skills

Advanced Microsoft Office proficiency

Ability to work under pressure

Education

Executive or Office Administration Diploma

Tools

Microsoft Outlook

Microsoft Excel

SAP

Job description

Overview

Administrative Assistant

Department: Facilities Administration

Program: Engineering & Infrastructure & Security

Status: Regular Full Time

Shift: 8 Hour Shifts, Days Schedule (Subject to Change)

Location: Oshawa

Wage Schedule: $28.960 - $39.390 per hour

File Number: 2500002807

Duties and Responsibilities

Reporting to the Senior Director, Infrastructure and Capital Development, the Administrative Assistant provides a variety of administrative duties including but not limited to issuing Purchase Orders in SAP, taking meeting minutes for various committees, and organizing the corporate energy consumption data. Maintains a high functioning office in support of the Senior Director, Infrastructure and Capital Development.

Other duties include schedule management, information management, making and responding to inquiries, handling correspondences, preparing/transcribing correspondence and presentations. Communicates on a daily basis, both verbally and in writing, with various departments within Lakeridge Health and contractors.

As required, records concise and accurate minutes of meetings as well as other duties related to committee/meeting support. Maintains an effective monitoring system including tracking, recording and prioritizing all items requiring action for the Director. Processes confidential and sensitive documents/information and ensures that matters are handled in a timely fashion, with attention to detail, accuracy and strict confidentiality. Acts as a focal point of contact between Senior Management Team, Directors, and Managers for requests for information, briefings, issues management, etc. Manages Engineering, Infrastructure and Security phones (hardware and software) and assists as necessary. Maintains all applicable LH controlled documents within the department.

Qualifications

• Graduate of an Executive or Office Administration Diploma program or significant related experience, preferably in a healthcare environment;
• Significant, advanced experience in an Administrative Assistant role, preferably in a health care setting;
• Excellent communication skills to facilitate effective interaction with all levels of staff, external organizations and contractors with tact and diplomacy. Able to interact with all levels of staff and to promote good relations;
• Familiar with engineering trades and Security terminology;
• Competency at an advanced level of applicable software applications in Microsoft Office, Excel, Project, Outlook, PowerPoint, Word and Access, Typing (60wpm) (tested);
• Excellent organizational skills including file management. Must be able to manage multiple tasks and provide assistance to multiple individuals;
• Demonstrates initiative, anticipates action and has the ability to work independently and to deadlines;
• Demonstrated history of using discretion in dealing with sensitive issues and maintaining appropriate levels of confidentiality;
• Ability to work in an ever changing environment, meet deadlines and work under pressure;
• Willingness to take on new responsibilities and grow with the position;
• Demonstrated understanding of and commitment to Lakeridge Health's comprehensive safety programs and practices including staff safety, patient safety and environmental safety and participation in regular in-service education

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 for all team members and patients. New Lakeridge Health team members will be required to complete a Pre-employment Health Assessment as a condition of employment.