Admin Assistant, Family Birthing Centre

St. Michael's Hospital; Toronto; On-site; CAD 45,000 - 55,000; Full time

Job summary

A local healthcare facility in Toronto is seeking an Administrative Assistant to support the Women’s and Children’s Health Inpatient Services. Responsibilities include scheduling, customer service, and payroll management. The ideal candidate has 2+ years of experience in a hospital setting, strong communication skills, and proficiency in Microsoft Office applications.

Qualifications

• Minimum of 2 years of progressively responsible secretarial/administrative experience in a hospital setting required.
• Knowledgeable in managing highly prioritized projects simultaneously.
• Demonstrated commitment to providing exceptional customer service.

Responsibilities

• Draft, maintain and update staff schedules for 3 departments.
• Provide excellent customer service as a front-line representative.
• Manage data entry of biweekly payroll.

Skills

Excellent interpersonal and verbal/written communication skills

Proven proficiency in Microsoft Office

Ability to work independently

Demonstrated ability to problem solve

Knowledge of medical terminology

Education

Graduate of a recognized office Administration program

Job description

Overview

This challenging position will be reporting to the Clinical Manager of the Women’s and Children’s Health (WCH) Inpatient Services (Labour & Delivery, Obstetrics, Gynecology & NICU). In this role, the Administrative Assistant will be an integral part of the WCH Team, responsible for 3 departments, ensuring an optimal experience for patients, visitors and staff.

Duties & Responsibilities

• General office duties include drafting, maintaining and updating the staff schedules for 3 departments, sorting mail, phone, fax and email correspondence, maintaining computer and paper filing systems, arranging courier services, photocopying, ordering supplies, equipment maintenance, preparing and typing documents and medication labels, packages, and presentations and monitoring office activities
• Schedules meetings, books rooms through the hospital\'s Scheduler system, records and distributes minutes, agendas and other materials
• Provides excellent customer service and serves as a front-line representative and communication relay person for the department
• Creates slides, handouts, overheads and presentation materials
• Arranges for interviews and interview packages
• Maintains files and staff database summaries for training and certification
• Manages data entry of biweekly payroll
• Assist with execution of departmental events by booking rooms, catering, arranging advertising, and room set up and take down
• Continuously seeks opportunities for quality improvement to ensure optimal departmental operations
• Confidential communications and access to confidential information will be a key component of this role
• Any other responsibilities as requested by the Manager.

Qualifications

• Minimum of 2 years of progressively responsible secretarial/administrative experience in a hospital setting required
• Graduate of a recognized office Administration program
• Proven proficiency in the use of computers with advanced knowledge of Microsoft Word, PowerPoint, Excel, Outlook Electronic mail, SMH systems including scheduling system, payroll, and document storage/recall system required
• Excellent interpersonal and verbal/written communication skills.
• Ability to work independently and to manage competing workloads.
• Demonstrated ability to work co-operatively and in a team environment.
• Must have excellent attendance/punctuality record.
• Previous experience working in a health care setting and knowledge of medical terminology would be a definite asset.
• Knowledgeable in managing highly prioritized projects simultaneously in order to ensure all projects are running smoothly
• Ability to employ highly organized and systematic work habits
• Ability to work independently and to manage competing workloads in a calm manner
• Demonstrated initiative and is a self-starter.
• Demonstrated ability to problem solve and multi-task in a busy environment
• Demonstrates meticulousness and ability to perform self-checks for errors
• Knowledge of medical terminology would be a definite asset
• Demonstrated commitment to providing exceptional customer service
• Must have excellent attendance/punctuality record

Shifts are subject to change as per departmental needs.

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.