Administrative Assistant, Safety & Family Partnership, Permanent Part-Time (0.5)

Children’s Hospital of Eastern Ontario; Ottawa; On-site; CAD 55,000 - 68,000; Full time

Job summary

CHEO in Ottawa, Ontario is seeking an Administrative Assistant for the Safety & Family Partnership Department to provide high-quality administrative support, maintain confidentiality, and help the office run efficiently while contributing to CHEO's mission to improve the lives of children and their families.

The role involves calendar management, meeting coordination, document preparation, travel arrangements, data entry, and responding to patient and family inquiries, as well as supporting

Qualifications

• College diploma in Office Administration or related field.
• 1 year of clerical or administrative experience.
• Experience in healthcare setting preferred.
• Knowledge of medical terminology preferred.
• Proficiency with Microsoft Office Suite (Excel, PowerPoint, Word).
• Clear English communication, both written and oral.
• Ability to maintain confidentiality and prioritize tasks.

Responsibilities

• Type, transcribe correspondence and format reports; prepare spreadsheets.
• Prioritize mail and documents and distribute appropriately.
• Respond professionally to patients/families and partners.
• Assist with meeting logistics, agendas, minutes, and committees.
• Coordinate travel and hotel arrangements for staff and visitors.
• Maintain calendars, schedule meetings, and prepare documents.
• Process packages and handle photocopying, scanning, filing and distribution.
• Develop and maintain internal office systems and databases.
• Enter data from various sources and assist with research as assigned.
• Participate in special events planning and project coordination.

Skills

Microsoft Office

English communication

Confidentiality

Prioritization

Independent work

Customer service

Multiline phone systems

Education

College diploma in Office Administration

Healthcare terminology knowledge (preferred)

Tools

Workday

UKG

EPIC

Excel

Word

PowerPoint

Job description

Compensation Pay Range: $26.43-$32.46

Position Summary

The Administrative Assistant for the Safety & Family Partnership Department provides high-quality administrative, secretarial, and clerical support. This role ensures the office runs efficiently and maintains confidentiality, while contributing to CHEO's mission to improve the lives of children and their families.

Schedule

The schedule for this position consists of Monday to Friday morning shifts. A consistent shift schedule will be established upon hire, with hours falling between 7:30 a.m. and 12:30 p.m.

Main Responsibilities

• Type, transcribe dictated correspondence and format electronically based reports and correspondence; prepare spreadsheets; prepare documents for review.
• Prioritize incoming mail and documents and distribute appropriately.
• Maintain awareness of the clinical/provincial program's activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other partners (those requiring reports etc.)
• Supports the manager by sending out agendas for meetings, take, transcribe and distribute minutes for the team meetings and the Complex Care Family Advisory Committee
• Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
• Making travel and hotel arrangements for staff and out-of-town visitors.
• Maintaining calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities.
• Send packages to other centres in collaboration with Medical Records for referrals via FedEx, Purolator, etc.
• Photocopy, scan, print, file & distribute documents, proofreading for grammar and spelling.
• Establish, develop and maintain various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, and confidential files.
• Collect and/or tabulate statistics and information from files and/or databases as required, enter data into various data bases from a variety of sources.
• Assist with and/or conduct research and retrieve information and/or material as assigned on specified topics.
• Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
• May perform financial clerical functions such as billing, maintaining petty cash, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, etc.
• May initiate HR staffing request forms as directed, obtain required signatures and forward to Human Resources.
• May ensure office set up for new staff which includes computer and telephone, keys, etc. as requested.
• Assist with and/or complete grant submissions for review and appropriate sign off, as requested.
• Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
• Maintain files and order supplies as required.
• Perform other duties as assigned.

Qualifications

• College diploma in Office Administration or other relevant field (Essential)
• One (1) year of previous clerical or administrative experience (Essential)
• Two (2) years previous clerical or administrative experience (Preferred)
• Experience in a healthcare and/or hospital setting (Preferred)
• Knowledge of medical terminology (Preferred)
• Comprehensive knowledge and use of Workday & UKG and EPIC (Preferred)
• Computer, word processing skills, and advanced proficiency with Microsoft Office Suite (including Excel, PowerPoint, Word) (Essential)
• Communicate effectively and concisely, both orally and in writing in English (Essential)
• Demonstrated ability to use standard office technology, including multi-line phone and voicemail systems, multifunction printers/scanners, etc. (Essential)
• Sound judgement, the ability to prioritize and adjust as required (Essential)
• Ability to take initiative and work independently with minimal direction (Essential)
• Professional, effective, concise communication (both oral and written) in English (Essential)
• Ability to deal effectively with internal and external customers (Essential)
• Exercise sound judgement, discretion and a high degree of confidentiality (Essential)
• Working knowledge of applicable occupational health and safety legislation; general knowledge of corporate/departmental policies and procedures related to health and safety.
• Criminal Record Check (Level 1) (Essential)
• Bilingualism (French/English) (Essential)

Additional Notes

Effective March 29, 2021, CHEO will conduct a more comprehensive pre-screening and evaluation process. This process may include more varied and multidimensional testing such as a written test, practical exam, or other assessment. All candidates who meet the essential and preferred qualifications may be tested. Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [e-mail]. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process and welcome interest from all qualified applicants.

We thank all those who apply, however, only those to be interviewed will be contacted.

CHEO is much more than a hospital. Our commitment to outstanding care and continued development impacts every part of a child and youth's health and well-being. We play a crucial role in building a healthy future for our community. Working at CHEO means a rewarding career. A career at CHEO provides a:

• competitive salary and comprehensive benefits package
• unique culture that fosters dedication, communication, respect and teamwork
• place where your opinions will be respected
• contributions valued and your initiatives rewarded
• family-friendly environment that supports you and your own family, as well as the children, youth and families we serve
• chance to grow - personally and professionally - through our comprehensive orientation program and on-the-job learning support for continued education and learning potential for a relocation reimbursement benefit truly unique work environment

We are redefining what it means to be a hospital. Exceptional and integrated care is what families, children and youth deserve. We are committed to partnering with them and the community to provide this care - where, when and how it's needed.

CHEO continues to be selected by local, national and international competitions showcasing employers who lead their sector in offering exceptional workplaces for their employees. For the eleventh time, CHEO has been recognized as one of the National Capital Region's Top Employers. We are among a select group of organizations at the forefront of their respective industries who offer exceptional places to work. We were given this honour based on our outstanding: workplace atmosphere, benefits employee communications, training and skills development, community involvement.