administrative assistant - office

Kelly Mental Health; Northwestern Ontario; On-site; CAD 40,000 - 55,000; Full time

Job summary

A health care institution in Northwestern Ontario is seeking an individual to manage operations, coordinate seminars, and provide customer service. Candidates should have a secondary school diploma, experience in a fast-paced environment, and proficiency in Google Docs and MS Office. This role offers benefits including paid time off and free parking.

Benefits

Free parking available

On-site amenities

Paid time off (volunteering or personal days)

Team building opportunities

Qualifications

• Experience in a fast-paced environment, working under pressure.
• Ability to work independently and manage a large workload.
• Knowledge of basic security procedures and criminal record check.

Responsibilities

• Arrange and coordinate seminars and conferences.
• Direct and control daily operations.
• Prepare minutes of meetings and discussions.
• Provide customer service and manage digital databases.

Skills

Attention to detail

Excellent oral communication

Excellent written communication

Ability to multitask

Time management

Education

Secondary (high) school graduation certificate

Tools

Google Docs

MS Excel

MS Word

Adobe Acrobat Reader

Electronic scheduler

Job description

Overview

Languages: English

Education

• Secondary (high) school graduation certificate
• or equivalent experience

Experience

Experience an asset. Work must be completed at the physical location. There is no option to work remotely.

Work setting

• Relocation costs not covered by employer
• Health care institution, facility or clinic

Responsibilities

• Arrange and co-ordinate seminars, conferences, etc.
• Coordinate the flow of information within the team
• Direct and control daily operations
• Direct staff
• Evaluate daily operations
• Motivate staff
• Open and distribute mail and other materials
• Plan and organize daily operations
• Record and prepare minutes of meetings, seminars and conferences
• Schedule and confirm appointments
• Answer telephone and relay telephone calls and messages
• Answer electronic enquiries
• Compile data, statistics and other information
• Advise senior management
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Conduct research
• Perform data entry
• Provide customer service
• Maintain and manage digital database
• Perform basic bookkeeping tasks
• Evaluate work environments, programs and procedures to control, eliminate, and prevent disease or injury

Credentials

• First Aid Certificate

Experience and specialization

• Computer and technology knowledge: Google Docs, MS Excel, MS Windows, MS Word, Electronic scheduler, Social Media, MS Office, Adobe Acrobat Reader, Google Drive, Electronic mail
• Technical terminology: Medical, Business
• Area of specialization: Correspondence, Invoices, Project management, Facility management

Additional information

• Security and safety: Basic security clearance, Criminal record check
• Transportation/travel information: Own transportation, Own vehicle, Valid driver's licence, Public transportation is available
• Work conditions and physical capabilities: Ability to work independently, Fast-paced environment, Work under pressure, Tight deadlines, Attention to detail, Repetitive tasks, Large workload, Work with minimal supervision
• Personal suitability: Ability to multitask, Excellent oral communication, Excellent written communication, Flexibility, Judgement, Organized, Team player, Accurate, Client focus, Reliability, Time management, Adaptability, Accountability, Dependability, Due diligence, Quick learner

Benefits

• Free parking available
• On-site amenities
• Paid time off (volunteering or personal days)
• Team building opportunities

This employer promotes equal employment opportunities for all job applicants, including those self-identifying as a member of the following groups:

• Support for persons with disabilities: Provides physical accessibility accommodations, Offers mentorship, coaching and/or networking opportunities, Provides awareness training to employees
• Support for newcomers and refugees: Participates in a government or community program or initiative
• Support for youths: Participates in a government or community program or initiative, Offers on-the-job training tailored to youth, Offers mentorship, coaching and/or networking opportunities, Provides awareness training to employees
• Support for Indigenous people: Participates in a government or community program or initiative, Offers mentorship, coaching and/or networking opportunities, Develops and maintains relationships with indigenous communities
• Support for mature workers: Applies hiring policies that discourage age discrimination, Provides staff with awareness training, Offers mentorship, coaching and/or networking opportunities
• Supports for visible minorities: Applies hiring policies that discourage discrimination, Offers mentorship programs