Administrative Assistant

UNAVAILABLE; Whitby; On-site; CAD 49,000 - 60,000; Full time

Job summary

A leading health organization is seeking an Administrative Assistant to provide vital support to the management team. The role involves managing inquiries, preparing reports, and coordinating meetings. Ideal candidates will have post-secondary education and 3-5 years of relevant experience, along with strong communication and organizational skills. This temporary full-time position offers a competitive salary and a commitment to equity and inclusion.

Benefits

Comprehensive compensation packages

Valuable development opportunities

Defined benefit pension plan

Qualifications

• 3-5 years of previous related experience.
• Knowledge of the health care sector.
• Ability to handle sensitive information discreetly.

Responsibilities

• Manage office inquiries and workflow.
• Prepare agendas and minutes for meetings.
• Coordinate travel arrangements for the Director.

Skills

Time management

Organizational skills

Communication

Problem solving

Conflict resolution

Education

Post-secondary education

Tools

Microsoft Office

Quadrant Self Service

CHRIS

REM System

Job description

Job Description

CARE AND BE CARED FOR - THIS IS YOUR HOME

Reporting to the Director, the Administrative Assistant position is responsible to provide administrative support and coordinate a variety of processes in support of the Ontario Health atHome Management team.

What will you do?

• Manages and responds on a timely basis to office inquiries and work flow, which includes redirection of documents for information or action
• Gathers information pertinent to develop first draft of communiqués
• Researches and compiles information and assists in the development of reports, routine correspondence and/or presentations for the Director.
• Sets up, maintains and monitors electronic e-mails and paper office filing systems.
• Arranges meetings either face-to-face, teleconferences or videoconferences.
• Prepares agendas, minutes and necessary documents for meetings and follows up on action items.
• Approves time off requests through Quadrant Self Service, on behalf of the Director.
• Assists with the fostering of relationships and acts as a liaison between the Directors office and both internal and external partners.
• Provides administrative support to committees chaired by the Director and other members of the team.
• Problem solves within the scope of role to support the Director.
• Develops and processes statistical reports as directed.
• Ensures the Director has the necessary materials/documentation available in advance of scheduled meetings.
• Arranges Directors business travel arrangements.
• Receives external complaints from external stakeholders; analyzes and forwards it to the appropriate Director/Manager for follow up.
• Completes and reconciles all mileage claim forms for the Director.
• Responsible to maintain and update information on the Intranet and extranet as it relates to their portfolio.
• Coordinates and undertakes special projects as assigned.
• Excellent conflict resolution skills to assist and support individuals with general and privacy complaints regarding patients, service providers and fellow staff members
• RFP preparation and coordination of activities and timelines.
• Administrative support (agenda, minute taking, catering, etc.) for Committee meetings.
• Coordinates and gathers information related to all required MOHLTC and Ontario Health atHome reporting and takes actions to ensure deadlines are met
• Provides administrative support to other Directors/Managers as required.
• Other duties as assigned
• Embody Ontario Health atHome mission, vision and values and apply quadruple aim (enhancing patient experience, enhancing provider/staff experience, improving value and improving populations health) to support continuous quality improvement in daily work
• Exemplify, embrace and intentionally promote an inclusive work environment where all are meant to feel they belong
• Continually demonstrate a commitment to create a positive culture of equity, inclusion, diversity and anti-racism

What must you have?

• Post-secondary education or equivalent combination of education and experience.
• Three to five years previous related experience
• Knowledge of the health care sector
• Knowledge and ability to navigate databases.
• Handles sensitive and confidential information in a discreet and professional manner.
• Effectively gathers information pertinent to develop first draft of communiqués.
• Excellent time management and organizational skills combined with the ability to prioritize and to balance the workload requirements, meeting competing deadlines with minimal supervision.
• Excellent verbal and written communication skills and effective interpersonal skills.
• Excellent problem solving and conflict resolution skills.
• Minute taking skills, including electronic minute taking.
• Excellent working knowledge of Microsoft Office programs with the ability to produce reports with visual additions such as charts, graphs, tables, flow charts and diagrams.
• Solid working knowledge of Quadrant Self Service functionality.
• Self-motivated with demonstrated ability to work effectively, accurately, independently with minimal supervision and take initiative within the job scope.
• Ability to work well with others.
• Ability and confidence to work in and respond to a dynamic and changing environment.
• Excellent working knowledge of CHRIS, REM System and other operational software.
• Ability to facilitate effective working relations with internal and external customers/stakeholders
• Excellent communication skills to establish and maintain a wide range of diverse contacts
• Assists with the fostering of relationships and a liaison between the Directors office and both internal and external partners.
• Through teamwork, works with management, staff and others in a cooperative and collaborative manner to achieve the desired result.
• Ability to handle sensitive and confidential information in a discreet and professional manner when discussing issues with other staff or external patients.
• Excellent conflict resolution skills to assist and support the numerous individuals with complaints regarding patients, service providers and fellow staff members.

Hours of work

Monday to Friday 8:30am to 4:30pm (37.5 hours per week)

Position location and travel

This position may involve travel; a valid Ontario driver's license and access to a reliable vehicle are required.

What do we offer?

We know wellness is supported with work-life balance.In an inclusive culture committed to support your passion for continuouslearning, growth and innovation, we offer:

• Attractive comprehensive compensation packages and benefits
• Valuable development opportunities
• Membership in a world class defined benefit pension plan
• Salary $49,503.41-$59,110.65/annually

Who we are

We are Ontario Health atHome, ready to serve every person in Ontario.We partner with patients and caregivers, primary care providers, hospitals, long-term care and retirement homes, service providers and Ontario Health Teams, to deliver responsive, accessible, integrated, patient-centred care.

If you’re interested in driving excellence in care and service delivery, and seeking an unparalleled opportunity to lead and learn, partner and connect, care and be cared for, this is your home.

Equity, Inclusion, Diversity and Anti-Racism Commitment

Ontario Health atHome is committed to a culture of equity, inclusion, diversity and anti-racism. We are committed to attracting, engaging and developing a workforce that reflects the diverse communities we serve. We welcome and encourage applications from all qualified applicants. Accommodations for persons with disabilities required during the recruitment process are available upon request.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Date Posted: May 20, 2025

Closing Date: May 28, 2025

Anticipated End Date: April 24, 2026

Job Type:TemporaryFull-time

Start Date:June 2025

Division/Department:Patient Services

Branch:Whitby

Group:Non-Union