Admin Asst - Clinical Res. Trans Care

Kingston General Hospital Inc.; Kingston; On-site; CAD 55,000 - 80,000; Full time

Job summary

Kingston Health Sciences Centre is seeking an Administrative Assistant to support the Director and leadership team in Patient Transitions & Clinical Resources. The role requires managing calendars, preparing documents, and coordinating HR forms, invoices, and records.

Responsibilities include scheduling meetings, maintaining multiple spreadsheets, processing requisitions, and organizing training and performance development documentation.

Qualifications

• College Diploma in Business Administration or equivalent combination of education and experience.

Responsibilities

• Maintain electronic calendar for leadership including Program Operational Director and Program Manager(s). Schedule meetings (internal and external) and arrange room bookings for the program.
• Maintain (tracking, reporting) of several different spreadsheets and workbooks including data management, facilities and maintenance repairs, capital lists and variance reports.
• Position control management with HR forms including Staffing Requisitions and Change of Status; liaise with finance/recruitment for postings and approvals.
• Submit supply orders, create purchase requisitions, petty cash vouchers, and travel authorizations; review cheques for invoices.
• Administrative duties: Scanning, electronic filing, formatting policies, briefing notes, memos and forms.
• Arrange meetings for staff to complete Performance Development Plans and manage overdue courses communications.

Skills

Secretarial experience

Database applications

Quality improvement

Medical terminology

Organizational skills

Interpersonal skills

SAP

Communications skills

Microsoft Office

Education

College Diploma in Business Administration

Tools

SAP

Job description

Career Opportunities: Admin Asst - Clinical Res. Trans Care (104831)

Title: AdminAssistant- Clinical Res. Trans Care

Department: Patient Transitions & Clinical Resources

Hours of Work: Full-Time Position, Days

Union: Non-Union

Location: Kingston General Hospital Site; Alternate Health Facility/ Transitional Care Unit

PRIMARY FUNCTION

Reporting to the Director – Clinical Resources and Patient Transitions, the Administrative Assistant is responsible for providing high level administrative support to effectively and efficiently manage the daily activities of the Director and the portfolio’s management team. Applying critical thinking, analysis and judgment, the Administrative Assistant provides expert administrative support to proactively manage the flow of information, create related documents and manage dynamic and complex calendars and deadlines. The incumbent will be responsible for booking meetings and managing agendas, processing HR forms, review invoices and prepare payment forms, maintain employee and patient records, databases and schedules.

The Administrative Assistant acts with a high degree of professionalism, integrity and judgment as it is the first point of contact for inquiries which are of a confidential and/or sensitive nature. The incumbent will work independently for substantial periods of time and must exercise good judgment in decision making or appropriate deferral to others.

RESPONSIBILITIES & DUTIES INCLUDE :

• Maintain electronic calendar for leadership including Program Operational Director and Program Manager(s). Schedule meetings (internal and external) and arrange room bookings for the program.
• Maintain (tracking, reporting) of several different spreadsheets and workbooks including (but not limited to): @home statistics/data management, facilities and maintenance repairs, capital lists and variance reports.
• Position control management and completion of Human Resources forms which includes Staffing Requisitions, Change of Status Forms, Notice of Selection forms, Change Forms, Control Forms. Also responsible for reaching out to finance and recruitment regarding position management, obtain appropriate signatures, and ensure positions are posted accurately.
• Submit Grand and Toy supply orders for different departments. Complete, copy, and gain approval to forward:, purchase requisitions, petty cash vouchers, and travel authorizations for employees within the programs. Review and prepare cheque requisitions for @home invoices
• Administrative duties include: Scanning and electronic filing, formatting policies, briefing notes, memos and forms
• Arrange meetings for employees and Manager to complete Performance Development Plans, prepare and mail letters for overdue courses in Knowledge Now, maintain electronic REPO email lists and REPO staff files, maintain lists for mask fitting and assigned staff lockers

NOTE - The above duties are representative but are not to be construed as all-inclusive.

BASIC QUALIFICATIONS :

• College Diploma in Business Administration or equivalent combination of education and experience.
• Minimum of three years secretarial experience in the health care field.
• Experience with data base applications preferred
• Experience with Quality Improvement Practices preferred
• Medical terminology course preparation and experience required.
• Evidence of strong organizational skill with the ability to work under pressure and meet deadlines is essential.
• Must have excellent interpersonal skills with demonstrated ability to communicate effectively, courteously and tactfully with all types of people.
• Proficiency with Windows based word-processing, spreadsheet, e-mail, presentation software applications and SAP is essential, minimum of 55 w.p.m. on test.
• Above average written and verbal communication skills, including good grammar, composition and spelling.
• Excellent interpersonal skills with ability to communicate effectively, courteously with all types of people.
• Proven ability to attend work regularly.
• Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

Unless specifically stated, all job postings are for existing positions at KHSC. KHSCis committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.

Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.

We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.