Administrative Assistant - Pharmacy

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

Job summary

Halton Healthcare in Oakville is seeking a detail‑oriented administrative professional to support the Pharmacy Director and leadership team. You will handle meeting coordination, minute taking, calendar management, and reporting tasks, while also performing reception duties and maintaining secure documentation.

The role requires strong communication skills, confidentiality, and proficiency in Microsoft Office and hospital information systems.

Qualifications

• Office administration diploma from a recognized College
• 3+ years experience in administrative support preferred
• Medical terminology certificate or equivalent experience preferred
• Experience in acute care hospital setting preferred
• Demonstrates confidentiality and professionalism
• Advanced MS Office skills including Outlook, Word, Excel, OneDrive, PowerPoint, Visio, SharePoint and Teams

Responsibilities

• Provide administrative support to the Pharmacy Director, leadership team and department staff
• Arrange meetings, take minutes and prepare materials
• Coordinate calendars, meetings and room bookings
• Assist with reports, presentations and correspondence
• Pharmacy reception duties including responding to inquiries
• Maintain secure documentation storage and ensure timely billing and reconciliation
• Liaise with internal and external customers to promote communication

Skills

Office administration

Multitasking

Communication

Microsoft Office

Meeting minutes

Education

Office administration diploma

Medical terminology certificate

Tools

Meditech Expanse Payroll

Outlook

Excel

PowerPoint

SharePoint

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 Pharmacy Admin

Company Description

Halton Healthcare is a leading Ontario hospital system serving the communities of Oakville, Milton, and Halton Hills through Oakville Trafalgar Memorial Hospital, Milton District Hospital, and Georgetown Hospital. With a shared purpose "To Care," Halton Healthcare is committed to delivering exemplary patient experiences, always, through compassionate, high-quality, and integrated care. The organization is recognized for its strong focus on patient safety, innovation, and continuous improvement, and fosters a collaborative and inclusive workplace where people are supported to make a meaningful impact.

Job Description

This position will provide administrative support to the Pharmacy Director, managers and staff. Support to clinical staff submitting documentation to the Pharmacy & Therapeutics Committee and the Medication Safety Committee is also required. Work with the Finance Department for departmental month-end reports and Special Drugs Program billings to the Ministry of Health are also part of the position.

• Provide administrative support to the clinical program including the Pharmacy Director, leadership team, and department staff
• Arrange meetings and presentations, attend meetings and take minutes
• Interact with calendars, coordinate meetings and room bookings
• Ensure required meeting materials are prepared
• Assist with preparation of reports, presentations and correspondence utilizing computer skills and programs
• Pharmacy reception duties as required, including: responding to in person, telephone and e-mail inquiries
• Oversee secure Pharmacy Department required documentation electronic and paper storage
• Maintaining purchase order documentation to ensure timely billing and reconciliation
• Act as a liaison on behalf of the department with internal and external customers
• Promote effective communication with internal and external customers
• Other supportive duties as assigned
• Maintain a high level of professionalism

Qualifications

Halton Healthcare is seeking individuals who are competent in their chosen profession; patient/customer focused; team players; effective communicators; caring and respectful and are fiscally responsible.

• Office administration diploma form a recognized College required
• 3+ years previous experience working within an administrative support function preferred
• Medical terminology certificate or equivalent experience preferred
• Previous experience working in an acute care hospital setting preferred
• Demonstrated success in a hospital or similar service oriented environment required
• Demonstrated ability to multi-task with a proven ability to meet tight deadlines in a fast-paced environment
• Superior communication, problem solving and interpersonal skills
• Demonstrates tact, diplomacy and ensures confidentiality is maintained
• Excellent verbal and written communication skills
• Must be self-directed and able to work with minimal supervision
• Advanced skills in Microsoft Office applications including Outlook, Word, Excel, OneDrive, PowerPoint, Project, Visio, SharePoint and Teams required in addition to other applications e.g. Zoom, Adobe, etc…
• Experience taking minutes of meetings and agenda preparation required
• Experience with electronic documentation record keeping
• Experience with Meditech Expanse Payroll module is an asset
• Understanding and commitment to hospital mission and values
• Able to meet the physical demands of the position which requires frequent sitting, standing, bending and reaching
• Demonstrated commitment to ongoing learning and able to learn new tasks quickly
• Satisfactory employment and attendance record

Additional Information

REVISED AND REPOSTED

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

Salary:$31.147 to $38.907 per hour

Date Posted:November 10, 2026

REF4377Q

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.

Halton Healthcare is committed to providing accommodations 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.