Administrative Assistant (TFT)

Waypoint Centre for Mental Health Care; Penetanguishene; Hybrid; CAD 42,000 - 47,000; Full time

Benefits offered by this job

Vacation pay 6%

HOOPP eligibility

EFAP

Job summary

Waypoint Centre for Mental Health Care is seeking a Temporary Full-Time Administrative Assistant to support Health System Integration & Ambulatory Services from the Community Health Hub. The role offers hybrid work with in-office and remote components at 287 Bayshore Dr, Midland, ON.

The successful candidate will perform payroll/attendance tasks, assist with budgeting, prepare reports, process minutes, manage correspondence, and coordinate scheduling for the Program Director and department

Qualifications

• Completion of an accredited post-secondary education program in office administration or in a relevant field of study for specific area of hire.
• Three to five years of recent administrative experience in a fast-paced medical environment, preferably within a hospital setting.
• Advanced computer and software skills including MS Suite (Word, Excel, Access and Outlook), in order to produce a variety of documents, e.g. letters, memoranda, reports, graphs, charts and spreadsheets by performing such functions as merging text, inputting data, and reformatting.

Responsibilities

• Preparing pay and attendance related records; liaison with Financial Services with reconciling absences etc.; completing status change documentation; typing, distribution & maintaining confidential information related to employees or investigations.
• Supporting the budget process by data gathering (i.e. overtime stats, etc.); data entry; invoicing, identifying variances of Program/Department budgets, preparing and processing completed travel/expense claims.
• Collecting and collating information, as required and/or directed, to compose correspondence and/or prepare reports/presentations/spreadsheets/graphs/special projects in response to requests from senior management, external community partners, and associated ministries using various software applications.
• Provide word processing services to Hospital standards to create, charts, graphs, tables, manuals, policy/procedures, confidential material, letters, memorandums, minutes, forms, and merging of lists, etc; receiving documents from teams and proofing and formatting to Hospital standards by using various software applications; operating Program- specific software; development and maintenance of Program/Department web page on hospital intranet.
• Receiving , prioritizing , storing and distributing information from all mediums (telephone, mail, fax ,email); responding as required and/or directed; drafting responses as required for own or manager 's signature; ensuring items are brought forward and followed up as directed; ensuring filing system complies with common practices; maintaining a bring-forward file; ensuring that pending issues are addressed coordinating arrangements to facilitate transfer, admission, discharge , as required; coordination of outreach activities/community linkages as required.
• Taking and processing minutes of assigned committees/meetings; composing, typing and distributing agenda, meeting coordination - arranging attendees, including electronic invitations; room booking.
• Coordinating schedule of Program Director/Department Manager using own judgment to set up appointments; determining urgency and nature of appointments; attaching pertinent information.
• Participation in/leadership of projects or work groups/committees as directed by or approved by the Program Director/Department Manager e.g. facility's operating plan, accreditation support and newsletters
• Performs all work at all times in compliance with all hospital policies and procedures, legislation (Occupational Health & Safety Act, Fire Code, WHMIS, etc) relevant to health and safety, security and potential risk hazards.

Skills

Communication skills

Interpersonal skills

Organizational skills

Analytical skills

Leadership

Education

Post-secondary education in office administration

Tools

MS Office Suite

Job description

Health System Integration & Ambulatory Services

JOB CLASS

EMPLOYMENT TYPE

Temporary Full-Time
(Up to 2 years)

RATE OF PAY

$30.39 - $34.25 per hour

WORK SCHEDULE

75 hours biweekly

EMPLOYEE GROUP

OPSEU

VACANCYTYPE

Existing Vacancy

Open

POSTING DATE

November 9, 2026

HYBRID ELIGIBLE

Yes

NUMBER

1

Waypoint Centre for Mental Health Care is a 321-bed academic and teaching hospital that provides specialized mental health, addiction and geriatric care. Located on the shores of Georgian Bay, we serve some of the most complex and disadvantaged individuals in Ontario and are the sole provider of high-secure forensic mental health services in the province.

The Director of Health System Integration & Ambulatory Services is currently seeking a Temporary Full-Time Administrative Assistant. The purpose of the position is to provide administrative support/services to the HSI & Ambulatory Services Program.

Please Note: This position offers a hybrid work environment consisting of in-office and remote work. Office location is the Community Health Hub: 287 Bayshore Dr Midland, ON L4R 1L3

• Preparing pay and attendance related records; liaison with Financial Services with reconciling absences etc.; completing status change documentation; typing, distribution & maintaining confidential information related to employees or investigations.
• Supporting the budget process by data gathering (i.e. overtime stats, etc.); data entry; invoicing, identifying variances of Program/Department budgets, preparing and processing completed travel/expense claims. Order supplies and equipment, and arrange tuition, accommodation, etc., for Director/Managers; maintaining office supply inventory for the Program/Department.
• Collecting and collating information, as required and/or directed, to compose correspondence and/or prepare reports/presentations/spreadsheets/graphs/special projects in response to requests from senior management, external community partners, and associated ministries using various software applications (Microsoft Office Suite, etc).
• Provide word processing services to Hospital standards to create, charts, graphs, tables, manuals, policy/procedures, confidential material, letters, memorandums, minutes, forms, and merging of lists, etc; receiving documents from teams and proofing and formatting to Hospital standards by using various software applications; operating Program- specific software; development and maintenance of Program/Department web page on hospital intranet.
• Receiving , prioritizing , storing and distributing information from all mediums (telephone, mail, fax ,email); responding as required and/or directed; drafting responses as required for own or manager 's signature; ensuring items are brought forward and followed up as directed; ensuring filing system complies with common practices; maintaining a bring-forward file; ensuring that pending issues are addressed coordinating arrangements to facilitate transfer, admission, discharge , as required; coordination of outreach activities/community linkages as required.
• Taking and processing minutes of assigned committees/meetings; composing, typing and distributing agenda, meeting coordination - arranging attendees, including electronic invitations; room booking.
• Coordinating schedule of Program Director/Department Manager using own judgment to set up appointments; determining urgency and nature of appointments; attaching pertinent information.
• Participation in/leadership of projects or work groups/committees as directed by or approved by the Program Director/Department Manager e.g. facility's operating plan, accreditation support and newsletters
• Managers have the right to assign additional duties and schedule alternate work locations based on operational requirements.
• Performs all work at all times in compliance with all hospital policies and procedures, legislation (Occupational Health & Safety Act, Fire Code, WHMIS, etc) relevant to health and safety, security and potential risk hazards.

REQUIREMENTS/QUALIFICATIONS:

• Completion of an accredited post-secondary education program in office administration or in a relevant field of study for specific area of hire.
• Three to five years of recent administrative experience in a fast-paced medical environment, preferably within a hospital setting.
• Administrative functions to carry out tasks on behalf of manager: knowledge of the program/department roles, objectives, programs and activities to manage communication, e.g. answering queries by correspondence and verbally or diverting matters to appropriate person/program: identifying matters of importance and urgency for immediate attention by manager;
• Staff; pertinent legislation, departmental/program issues, policies, procedures and processes, hospital and community partners, i.e. local municipal government, LHIN, accreditation surveyors, mental health agencies;
• Legislation such as Freedom of Information, Protection of Privacy Act requirements and general the Mental Health Act to provide appropriate information to staff and public;
• Advanced computer and software skills including MS Suite (Word, Excel, Access and Outlook), in order to produce a variety of documents, e.g. letters, memoranda, reports, graphs, charts and spreadsheets by performing such functions as merging text, inputting data, and reformatting, receiving and sending information via internet electronic mail.
• General knowledge of budgetary practices commensurate with the extent of duties: to calculate and reconcile expenses, monitor financial excel spreadsheets.
• Analytical skills in order to assess needs of department/ program and to set work priorities and deadlines; and to determine which and how much information to provide in response to inquiries, keeping within hospital policy and procedures;
• Communication skills (verbal and written) in order to respond to inquiries from customers (staff, patients and the public) and to relay information
• Interpersonal skills to interact with others in a tactful and diplomatic manner
• Organizational skills to organize meetings, appointments, and own workload
• Mathematical skills in dealing with budget, employee credits, etc.
• Keyboarding (typing) skills to Hospital standards, and the ability to operate standard office equipment such as computer, photocopier, facsimile machine
• The skill to operate departmental-specific equipment (e.g. Transportation- two-way radio; etc.)
• Results oriented work ethic to work independently and undertake tasks needed to accomplish work objectives and deliver quality,consistent and timely results
• Demonstrated leadership, conflict resolution, interpersonal and organizational skills
• Proven written and verbal communication skills
• Proven ability to adapt readily to changeand reflects an optimistic and positive attitude
• Models and promotes core ethical practice, Waypoint Values (Caring, Respect, Accountability, Innovation)
• Preference for proficiency in French/English language skills.

WHAT WE OFFER:

• Includes 6% in lieu of vacation to start and 14% in lieu of benefits OR 10% if enrolling in HOOPP
• Participation in the employee referral program
• Access to Waypoint’s Employee & Family Assistance Program (EFAP)