2600002246 - Administrative Assistant

Lakeridge Health Corporation; Oshawa; Hybrid; CAD 41,000 - 55,000; Full time

Job summary

Lakeridge Health in Oshawa seeks an Administrative Assistant (AA II) to support Mental Health & Addictions programs. You will manage directors' calendars, prepare complex documents, and coordinate meetings, while maintaining SharePoint records and handling inquiries with professionalism.

Qualified candidates have an executive/medical office administration background, strong MS Office skills, and the ability to multitask in a dynamic health-care environment.

Qualifications

• Graduate of an Executive or Medical Office Administration Program, or the equivalent combination of education and related experience.

Responsibilities

• Manage Directors' schedules and coordinate meetings, retreats and workshops.
• Prepare, format and review complex documents, presentations, reports and correspondence.
• Update databases and SharePoint documentation; handle inquiries and communications.
• Take and transcribe meeting minutes; circulate action items and newsletters as required.
• Arrange travel and expenses; ensure deadlines are met; support across Mental Health & Addictions programs.

Skills

Typing 50 wpm

Excellent communication

Discretion with confidential info

Ability to work under pressure

Independent and deadline-driven

Education

Executive or Medical Office Administration

Tools

Microsoft Word

Excel

PowerPoint

SharePoint

Teams

OneNote

Project

Visio

Outlook

Canva

Job description

Administrative Assistant

Department: Pgrm Mgmt: Mental Health

Program: Mental Health & Addictions

Status: Temporary Full Time (15 months)

8 Hour Shifts, days Schedule (Subject to Change)

Location: Oshawa

Wage Schedule: $29.610 - $40.280 per hour

File Number: 2600002246

Lakeridge Health is more than a hospital. It is a health network that includes five hospitals, a long-term care home, a community-based surgical centre, and more than 30 community sites across the Durham Region. Guided by our vision of One System. Best Health. and supported by a dedicated team of nearly 9,000 staff, physicians, and volunteers, Lakeridge Health is a place where the best people want to start, grow, and finish their careers in health care. We are focused on fostering an environment that’s inclusive, compassionate, innovative, and joyful. This is Lakeridge Health!

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's Mental Health and Addictions System. This role plays a critical role in connecting our full continuum of service and acts as a liaison with our community partners, corporate programs and leadership team.

Reporting to the Senior Director, Mental Health and Addictions, the Administrative Assistant will play an integral role within the teams by providing a full range of administrative activities. Responsibilities will include: managing the schedule of the Directors; preparing, formatting and reviewing complex documents, presentations, reports, spreadsheets, and correspondence; managing databases and updating SharePoint documentation; coordinating meetings, retreats and workshops including logistics related to accreditation. Utilizing your superior administrative skills, the AA II prepares agendas and meeting packages; records/transcribes meeting minutes, action items and other communications and newsletters as required for various corporate committees and other working groups/task forces as required; handling a wide variety of inquiries and standard reminders via telephone and/ouemail; ordering supplies; submitting expense reports; reviewing time cards and ensuring deadlines are consistently met. Some travel may be required, and the role will support the all Mental Health and Addictions programs across Lakeridge Health. As a member of a team, supports the achievement of the team's goals and objectives. Flexible hours may be required.

QUALIFICATIONS:

• Graduate of an Executive or Medical Office Administration Program, or the equivalent combination of education and related experience;
• Significant, advanced experience in an Administrative role, preferably in a health care setting; minimum 2 years preferred.
• Intermediate level of computer skills with knowledge of in Microsoft Programs - Word, Excel, PowerPoint, Sharepoint, Teams, OneNote, Project, Visio, Canva, Outlook and Keyboarding (tested); a willingness to look to technology to increase efficiency and effectiveness;
• Typing speed for data entry of 50 wpm (tested)
• Excellent communication skills to facilitate effective interaction with all staff, external organizations and contractors with tact and diplomacy.
• 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; and
• Willingness to take on new responsibilities and grow within 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 sessions,
• Outstanding attention to detail and results oriented;
• Exceptional written, verbal communication and interpersonal skills;
• Proficiency transcribing and composing minutes with the ability to write clear concise accurate minutes;
• Proven ability to assess inquiries and problems and to exercise good judgement
• Demonstrates initiative, anticipates action and has the ability to work independently and to deadlines;
• Maintains an effective monitoring system including tracking, recording and prioritizing all items requiring action for the Director
• Ability to maintain confidentiality, trust, cooperation and displays sensitivity to those seeking assistance;
• Demonstrated ability to work productively and independently with frequent interruptions in a dynamic, fast paced work environment;
• Proven success in effectively organising and prioritising work assignments;
• Must have a satisfactory performance record;
• Demonstrated commitment to our core values of Inclusion, Compassion, Innovation, Teamwork and Joy

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

Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require any accommodation at any point during the application and hiring process, please contact [e-mail] .

Unless specifically stated, all job postings at Lakeridge Health are to fill existing vacancies within our organization. Lakeridge Health may use artificial intelligence (AI) tools as part of the recruitment and screening process. A member of our Talent Acquisition team is actively engaged in the Recruitment and Selection process to ensure a fair and thorough assessment of applicants.

Lakeridge Health thanks all those who apply, however, only candidates considered for an interview will be contacted.

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.

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.