Admin Asst Team Leader

Royal Victoria Regional Health Centre; Barrie; On-site; CAD 55,000 - 75,000; Full time

Job summary

A leading healthcare provider in Barrie seeks an Administrative Assistant Team Lead to deliver executive support, manage administrative teams, and coordinate operations for a dynamic healthcare environment. This role comprises diverse responsibilities, including report preparations, scheduling, and collaboration across programs, necessitating strong organizational and interpersonal skills. Ideal candidates will demonstrate a commitment to confidentiality, exhibit exceptional problem-solving abilities, and possess relevant educational background, making a meaningful contribution to the healthcare operations.

Qualifications

• Progressive administrative experience supporting senior managers/executives, preferably in healthcare.
• Experience in managing and coordinating senior managers'/executives' schedules.
• Commitment to maintaining strict confidentiality.

Responsibilities

• Support to Operations Director and Medical Directors, drafting correspondence and reports.
• Oversight of Admin Assistants for effective program operation.
• Manage scheduling, logistics, and travel for meetings.

Skills

Confidentiality

Multi-tasking

Analytical skills

Problem-solving

Organizational skills

Interpersonal skills

Time management

Attention to detail

Communication skills

Education

Community College Diploma in a related discipline

Completion of a medical terminology course

Tools

MS Office

Job description

Job Summary & Requirements

As the Administrative Assistant Team Lead, you will provide confidential administrative support services to the Operations Director, Clinical Director, Program Chiefs, Physician Groups, Program Managers, and oversee Program Administrative Assistants to maintain the efficient operation of the program. Your responsibilities include report preparation, maintaining files, formatting complex documents, and meeting/event planning. You will collaborate with other Program Assistants and support RVH programs, as well as work with the Senior Administrative Assistant Team and the Senior Leadership Team.

Education:

• Community College Diploma in a related discipline
• Completion of a medical terminology course or comprehension of medical terminology is an asset

Experience:

• Progressive administrative experience supporting senior managers/executives, preferably in healthcare
• Experience in managing and coordinating senior managers'/executives' schedules

Competencies:

• Commitment to maintaining strict confidentiality
• Strong multi-tasking, analytical, and problem-solving skills
• Excellent organizational, prioritization, and time management skills
• Effective interpersonal and communication skills
• Adaptability to change and flexibility in work hours
• Professionalism, initiative, and creativity
• Keen attention to detail
• Positive attitude and team spirit
• Ability to compose letters and handle routine correspondence
• Skill in taking and transcribing minutes
• Proficiency in MS Office (PowerPoint, Word, Excel, Outlook)

Responsibilities:

• Support to Operations Director, Medical Directors, and Program Chiefs including drafting correspondence, reports, and invoices
• Responding to inquiries via phone and email, flagging priority items
• Oversight of Admin Assistants to ensure efficient program operation
• Facilitate paperwork for reports and approvals
• Assist in preparing schedules, meeting materials, and communication across programs
• Support Medical Staff Committee preparations and distributions
• Assist with physician recruitment and retention efforts
• Lead in implementing new IT systems for reporting and procurement
• Support accreditation processes and data entry
• Coordinate moves, new units, redevelopment projects
• Manage scheduling, logistics, and travel for meetings
• Prepare agendas, attend meetings, and track action items
• Review documentation for signatures
• Interact professionally with internal and external contacts
• Update leadership on issues and priorities
• Respond flexibly to urgent requests
• Attend meetings on behalf of leadership as needed
• Review and manage invoices and expense reports
• Maintain budget records
• Provide coverage for team members and support senior leadership as needed
• Uphold the core values of Royal Victoria Regional Health Centre: Team Up, Be Kind, Do Great Things, Inspire Trust, and Be Bold.