Administrative Assistant

SmartRecruiters, Inc.; Oakville; On-site; CAD 43,000 - 54,000; Full time

Job summary

Halton Healthcare in Oakville, Ontario is seeking an Administrative Assistant to support Clinical Program teams. The role involves coordinating meetings, managing calendars for Program Directors and Chiefs, handling correspondence, and assisting with recruitment and onboarding processes.

You will work in a fast-paced hospital environment, ensure timely task completion, and maintain strict confidentiality. Strong MS Office skills and medical terminology knowledge are essential for success.

Qualifications

• Office administration diploma from a recognized college or equivalent experience.
• Minimum of 1 year of experience as an Administrative Assistant supporting multiple people.
• Experience in a hospital setting preferred.
• Medical terminology certificate or equivalent experience required.
• Demonstrates tact, diplomacy and maintains confidentiality.
• Excellent knowledge of computer software programs (Word, Excel, Outlook, PowerPoint).
• Experience in eSchedule/API and Meditech considered an asset.
• Excellent time management and interpersonal skills.
• Commitment to patient and customer service.
• Understanding of hospital mission and values; treats others with kindness and respect.
• Excellent verbal and written communication skills.

Responsibilities

• Coordinate virtual and in-person meetings and events, including arranging catering, room setup, and supporting materials.
• Manage calendars for Program Directors and Chiefs/Program Medical Directors.
• Ensure deadlines are met for submissions to internal groups and outside agencies.
• Take minutes and coordinate program meetings.
• Develop and prepare reports, presentations and correspondence using Halton Healthcare templates.
• Liaise with vendors, Purchasing and Accounts Payable to ensure timely invoice payments.
• Receive and prioritize mail, phone and email messages for the Director.
• Perform payroll time entry and assist with staff vacation coverage.
• Provide onboarding support for new program leaders and nurse practitioners.
• Assist recruitment activities (schedule interviews, prepare packages).
• Respond to urgent staff requests with confidentiality and discretion.
• Manage document retention and organization per policy.

Skills

Calendar management

Confidentiality

Verbal and written communication

Multitasking

Office administration

Education

Office administration diploma

Medical terminology certificate

Tools

MS Office

Meditech

eSchedule/API

Word

Excel

Outlook

PowerPoint

Job description

• Shift Schedule (Hours are subject to change based on operational needs): Mon-Fri – 7.5 hour day shifts
• Employment Status: Permanent Full-time
• Department: OT Amb Care Clinic
• Site Location: Multi-Site (Oakville, Milton, Georgetown)

Company Description

Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcaretakes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we arecommitted to being an innovative center of excellence in community hospital care.

Job Description

Providing administrative assistant support Clinical Program teams by facilitating daily operations through support of the Program Directors with administrative and clerical functions including:

• Assist with coordinating virtual and in-person meetings/presentations/special events/projects/educational sessions including ordering catering, arranging room set-up, supporting technology, agendas, minutes and supporting materials.
• Calendar management for Program Directors and Chiefs/Program Medical Directors
• Ensures submission to internal groups and outside agencies are completed and deadlines met
• Responsible for coordinating and attending Program meetings and take minutes.
• Assist in the development and preparation of reports, presentations and correspondence leveraging technology and following Halton Healthcare templates and policies
• Interacting with vendors, Purchasing and Accounts Payable departments to ensure timely payment of invoices.
• Receiving/prioritizing mail, phone and e-mail messages on behalf of the Director.
• Performing payroll time entry. Assist with scheduling staff vacation coverage.
• Advanced knowledge of software used at Halton Healthcare including supporting others with questions or training
• Support Program Director with recruitment (schedule interviews, prepare packages, and other administrative aspects of recruitment.
• Assist with the coordination of onboarding of new program leaders and Nurse Practitioners
• Respond to urgent requests from staff in timely manner and direct inquiries to other areas as appropriate.
• Act as first point of contact for the Program/Department and respond to a diverse range of internal and external inquiries with confidentiality
• Document retention and organization in accordance with applicable policies.
• Efficiently managing and ordering supplies
• Reconcile corporate credit card accounts monthly
• Review and coordinate updates to Fan out lists and Department/Program distribution lists

Qualifications

Halton Healthcare is seeking individuals who are competent in their chosen profession; patient/customer focused; team players; effective communicators; caring and respectful and fiscally responsible.

• Office administration diploma from a recognized college or equivalent experience required
• Minimum of 1 years of experience as an Administrative Assistant working for multiple people an asset
• Experience in a hospital setting preferred
• Medical terminology certificate or equivalent experience required
• Demonstrates tact, diplomacy and ensures confidentiality is maintained
• Excellent knowledge of computer software programs and applications i.e Word, Excel, Outlook, PowerPoint
• Experience in eSchedule/API and Meditech considered an asset
• Excellent time management and interpersonal skills
• Demonstrated commitment to patient and customer service
• Understanding and commitment to the hospital’s mission and values; Demonstrates caring and respect; treats each and each coworker, patient or family member with understanding and kindness and hold in high regard and respond appropriately to the needs of self and others
• Excellent verbal and written communication skills
• Satisfactory employment and attendance record
• Must be physically able to do the job

Additional Information

Hours:Monday to Friday, 7.5 hour day shifts; (Hours are subject to change based on operational needs)

Salary:$31.147 to $38.907 per hour

Date Posted:October 1, 2026

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Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you.

Please note that while this job is posted on Halton Healthcare's career page, it may also appear on third-party job boards. These external platforms may use automated tools, including artificial intelligence, for candidate screening and matching. We do not control or influence these processes.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providingaccommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

The Ontario Public Hospitals Actmandates that hospitals establish health surveillance programs for all individuals working within the hospital.This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.