Administrative Assistant: Clinical BCI Program (ON, Toronto)

Holland Bloorview Kids Rehabilitation Hospital; Toronto; On-site; CAD 22,000 - 36,000; Part time

Job summary

Holland Bloorview Kids Rehabilitation Hospital seeks an Administrative Assistant for its Clinical BCI Program. This part-time, 20-hour/week role involves providing comprehensive administrative support, fostering collaboration across teams, and maintaining a high standard of service for clients and staff. Ideal candidates will have a college diploma and relevant administrative experience, especially in a healthcare environment.

Benefits

Competitive compensation and benefits

Support for ongoing learning and professional growth

Qualifications

• Minimum 3 years of administrative experience, preferably in healthcare.
• Exceptional customer service and communication skills required.
• Proficient in MS 365 Office and project coordination.

Responsibilities

• Manage calendars, appointments, and meetings effectively.
• Collect, organize, and prepare reports and correspondence.
• Provide administrative support for special events and projects.

Skills

Customer Service

Communication

Organizational Skills

Problem-Solving

Project Coordination

Education

Graduate of a college program or equivalent

Tools

MS 365 Office products

Meditech

Job description

Join us in building a world of possibility! Holland Bloorview Kids Rehabilitation Hospital is Canada’s largest pediatric rehabilitation hospital and a top 40 Canadian research hospital. Serving over 8,500 families annually in both inpatient and outpatient programs and services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care. It is the only organization to have achieved 100 percent in three successive quality surveys by Accreditation Canada.

Holland Bloorview’s vision is to support the most meaningful and healthy futures for all children, youth, and families. As an academic hospital affiliated with the University of Toronto, all clinical staff are expected to contribute to the academic agenda through supervising students, teaching, academic service, scholarship, and research.

We have received numerous awards including Greater Toronto's Top Employers, Canada's Top Employers for Young People, and Canada's Most Admired Corporate Cultures. We offer an inspiring, inclusive, innovative, and collaborative work environment with competitive compensation and benefits, supporting ongoing learning and professional growth.

General Overview

The Administrative Assistant provides a wide variety of administrative support to the Clinical BCI Program and program leadership, as well as to the various services under their purview. This role involves acting as an ambassador for the program or department and Holland Bloorview.

Please Note: This is a 20-hour-per-week contract position ending March 31, 2026.

Key Responsibilities

• Manage calendars, plan and schedule appointments and meetings; proficiency in Outlook calendaring is required.
• Collect, organize, summarize, edit, and prepare reports and correspondence.
• Arrange meetings and conferences, including preparing agendas, distributing minutes, booking rooms, refreshments, registration, and travel arrangements.
• Coordinate orientation and training for new staff, including completing access forms and personnel action forms.
• Provide administrative support for committees and projects as needed.
• Support the coordination of special events and conferences for the program.
• Record and respond to/direct phone calls from clients, families, and external services.

• Reconcile corporate Visa accounts, prepare purchase orders and expense reports.
• Register conference participants and arrange travel.
• Enter team payroll data in Meditech.
• Maintain office files, manuals, and supplies.
• Participate in quality improvement initiatives, support a safe and healthy work environment, and promote a culture of client/patient safety.
• Perform other duties as assigned.

Qualifications

• Graduate of a college program or equivalent.
• Minimum of 3 years of administrative experience, preferably in a healthcare setting.
• Exceptional customer service skills with effective communication abilities with clients, families, volunteers, visitors, and staff.
• Proactive with project coordination skills.
• Strong organizational skills and high attention to detail.
• Excellent problem-solving skills.
• Ability to work collaboratively within a team environment.
• Meditech experience is an asset.
• Knowledge of staff scheduling and payroll functionalities.
• Proficiency in MS 365 Office products: Excel, Word, PowerPoint, Teams, and Outlook, with the ability to support virtual meetings via MS Teams, create formatted Word documents, document process flows, generate Excel spreadsheets, produce PowerPoint presentations, and manage Outlook calendars effectively. Also, capable of troubleshooting audiovisual equipment during onsite meetings.