Administrative Assistant - Hospital Redevelopment

Orilla Soldiers' Memorial Hospital; Central Ontario; On-site; CAD 38,000 - 56,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Job summary

Orillia Soldiers’ Memorial Hospital in Orillia, Ontario, is seeking an Administrative Assistant to support the Corporate/Patient Care Services group during hospital redevelopment. The role emphasizes service-minded operations, confidentiality, and accurate office administration.

Responsibilities include meeting coordination, inquiries handling, invoice processing, minutes transcription, intranet updates, and providing relief support as needed.

Qualifications

• Diploma in Business Administration or equivalent required.
• Minimum two years of administrative experience.
• Proficient in Microsoft Office applications (Outlook, Excel, Access and Word).
• Excellent interpersonal and communication skills.

Responsibilities

• Provide administrative support to Program/Portfolio Directors.
• Prepare general correspondence and manage filing and supplies.
• Coordinate meetings: notices, agendas, minutes, catering and room bookings.
• Answer inquiries and direct as appropriate in a timely manner.
• Process invoices for approval and entry into records.
• Transcribe minutes and letters as required.
• Maintain and update intranet information and policies.
• Provide relief administrative support as needed.

Skills

Microsoft Office

Communication

Organizational Skills

Education

Diploma in Business Administration

Tools

Outlook

Excel

Access

Word

Job description

Job Number: J0826-0708

Job Title: Administrative Assistant - Hospital Redevelopment

The Administrative Assistant is responsible for providing administrative support to the Program/Portfolio Directors. This role maintains and projects a positive customer service atmosphere and is an integral part of the daily operations of Corporate/Patient Care Services.

Primary Responsibilities

• Maintaining confidential office administration functions including: preparing general correspondence, filing, photocopying, printing, and replenishing supplies.
• Ensuring that documents are received, filed and/or distributed in an accurate, timely and complete process.
• Assisting in the scheduling and coordination of meetings including production and distribution of notices, agendas, minutes and arranging for required catering, equipment and room bookings.
• Providing accurate and current answers to incoming general inquiries and/or redirecting as appropriate in a timely manner.
• Answering and/or redirecting patient enquiries, compliments and complaints as appropriate and in a timely manner.
• Distributing invoices for approval/signature, redirecting invoices as required, and completing applicable data entry to ensure record and payment of invoice.
• Transcribing minutes, case reviews and letters as required.
• Maintaining and uploading information on the various program intranet sites.
• Uploading nursing policies and procedures onto the intranet as required.
• Providing relief administrative assistant support where needed.

Performs other duties as may assigned by the Program/Portfolio Directors

Qualifications

Education

• Diploma in Business Administration or equivalent required.
• Completion of a Medical Terminology course is an asset.

Experience

• Minimum two (2) years of administrative experience required.
• Related experience in health care environment preferred.
• Demonstrated computer literacy including working knowledge of Microsoft Office (Outlook, Excel, Access and Word).
• Demonstrated project management skills and experience.
• Demonstrated outstanding ability to organize, prioritize, multi task and be flexible in order to adapt to stressful and rapidly changing situations.
• Demonstrated excellent interpersonal and communication skills (in English both written and verbal), discretion, and good public relations skills.
• Demonstrated initiative and good judgement in problem-solving and decision-making.
• Demonstrated ability to work efficiently, independently and in a teamwork environment.
• Demonstrated ability to demonstrate through performance, an acceptable level of ethical conduct and strict confidentiality.

Other

• Demonstrates commitment to continued professional and personal growth and development through Continuing Education Programs and Self Directed Learning Opportunities.
• a professional practice environment
• a collaborative atmosphere with emphasis on teamwork
• wellness initiatives
• continuing education grants
• employee recognition and assistance programs
• a competitive salary and benefits package
• equal opportunities for growth and development

Employment Equity

OSMH is committed to diversity and equity in the workplace and welcomes applications from all qualified individuals, including women, visible minorities, Indigenous peoples, persons with disabilities, LGBTQ2S persons and others who may contribute to a diverse workplace.

Accommodation in the Workplace

Orillia Soldiers’ Memorial Hospital is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity, equal opportunity and maintaining a barrier-free selection process for job applicants. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the open position. Applicants need to make their requirements known to the Human Resources department when contacted. All requests are handled confidentially.

Health & Safety Responsibilities

OSMH is committed to providing a safe, healthy and supportive working environment by treating team members and patients with compassion accountability respect and engagement.

All team members must adhere to OSMH’s Occupational Health and Safety policies, procedures and protocols, as well as the duties of workers as stipulated in the Occupational Health and Safety Act.

Team members must be able to perform all bona fide and essential duties of the position which may include cognitive and physical demands.

As a condition of employment, new team members are required to complete an employment health assessment and must be cleared by the Occupational Health and Safety Team prior to orientation.

Artificial Intelligence (AI) Use in Hiring at OSMH

Orillia Soldiers’ Memorial Hospital’s (OSMH) may utilize automated screening tools (i.e. questionnaires) to highlight candidates' qualifications; however, OSMH does not involve the use of artificial intelligence (AI) to screen, assess or select applicants. We recommend applying directly through our website as all applications are reviewed by our recruitment team.

Closing Statement

OSMH is a minimal fragrance workplace. We kindly ask all applicants to refrain from using scented products should they have the occasion to interview with the hospital.

As a condition of employment OSMH requires professional references, verification of academic training, professional accreditation and evidence of course completion. It is also a condition of employment that all new team members will be required to present an original vulnerable sector check within 90 days of commencing employment and must sign an Offense Declaration upon receipt of an offer of employment.