Administrative Assistant

Halton Healthcare; Oakville; On-site; CAD 43,000 - 54,000; Full time

Job summary

Halton Healthcare is seeking an Administrative Assistant to support the P3 Contract Management, Security and Parking teams. This role involves document creation, meeting coordination, minute taking and liaison across hospital departments.

You will handle confidential information, manage schedules, and assist with projects in a fast-paced hospital setting at multiple Oakville/Milton/Georgetown sites.

Qualifications

• Minimum of 3 years experience in a comparable position.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Visio, Acrobat).
• Experience with virtual meeting platforms (Teams/Zoom).

Responsibilities

• Create, edit and manage documents, correspondence and policies.
• Answer and direct phone calls to staff.
• Schedule meetings and manage appointments (in person/virtual).
• Prepare meeting materials and take minutes.
• Maintain files and electronic records.
• Support projects with guidance from management.
• Issue purchase orders and order office supplies.
• Track expenses and prepare expense reports.
• Liaise with hospital departments and external stakeholders.
• Promote effective communication and confidentiality.

Skills

Communication

Organization

Confidentiality

Time management

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Visio, Acrobat)

Microsoft Teams

Zoom

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 MKS LSP Parking
• 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, volunteers and visitors. 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 of Oakville, Milton and Halton Hills. As a progressive and vibrant healthcare organization, we arecommitted to being an innovative center of excellence in community hospital care.

Job Description

This role will report to the Director, P3 Contract Management, Security and Parking and provide administrative support primarily to the P3 Contract Management, Security, Parking, and Emergency Preparedness teams.

• Creating, editing and managing documents, correspondence and policies with guidance from team members;


• Answering and directing phone calls to relevant staff;


• Scheduling and managing meetings and appointments (in person and virtual);


• Assembling meeting materials, preparing for and attending meetings and taking meeting minutes;


• Maintaining and updating files and electronic records;


• Working on and assisting projects (under the guidance of management team members);


• Issuing purchase orders and ordering office supplies;


• Tracking expenses and assembling expense report;


• Being a point of contact and responding to requests from a range of staff and external stakeholders;


• Liaising with various departments within the hospital such as finance, IT and other administrators;


• Improving and/or creating administrative processes;


• Promoting effective communication and problem-solving.


• Maintaining a strong sense of confidentiality integrity and accountability.


• Other duties as assigned.

Qualifications

• Minimum of 3 years experience in a comparable position required (combination of education and experience will be considered);


• Proficient in the use of Microsoft Office applications including Word, Excel, PowerPoint, Visio and Acrobat required;


• Experience with virtual meeting/work platforms such as Microsoft Teams, Zoom and similar platforms;


• Experience supporting multiple functional units concurrently preferred;


• Experience working in fast paced environments with competing priorities;


• Experience recording and interpreting minutes of meetings required;


• Demonstrates ability to effectively prioritize and organize multiple projects with strict deadlines;


• Demonstrated tact, diplomacy and confidentiality;


• Exceptional follow-up skills;


• Self-directed and able to work effectively with minimal supervision;


• Effective organization and time management skills;


• Able to meet the physical demands of the position which requires frequent sitting, standing bending, and reaching;


• Exemplary employment and attendance record required.

Additional Information

Hours:Monday to Friday, 7.5 hour day shifts; 0830 - 1630 (Hours are subject to change based on operational needs)

Salary: $31.147 to $38.907 per hour

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 Act mandates 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.