Administrative Secretary, Clinical Services

Baycrest; Toronto; On-site; CAD 45,000 - 65,000; Full time

Job summary

Baycrest Hospital is seeking a dedicated Administrative Secretary for a permanent full-time position. This role will involve providing crucial administrative support in a healthcare setting, with responsibilities ranging from document management to budget tracking. Applicants should possess strong organizational skills, proficiency in office software, and preferably experience in a healthcare environment. Join Baycrest in making a difference in geriatric care.

Benefits

Vacation Entitlement

Extended Health and Dental Benefits

Healthcare of Ontario Pension Plan (HOOPP)

24/7 Employee Assistance Program

Qualifications

• 2 years of secretarial experience or equivalent.
• Experience with boards and committees is valuable.
• Knowledge of medical terminology is preferred.

Responsibilities

• Provide administrative support to the Director.
• Coordinate meetings and manage documents effectively.
• Maintain filing systems for easy retrieval.

Skills

Keyboarding skills

Computer skills

Problem solving

Decision making

Education

Grade 12 education

Community college diploma in Office Administration

Tools

MS Word

Excel

Outlook

Job description

Baycrest Hospital has an opportunity for an

ADMINISTRATIVE SECRETARY

Clinical Services

Position Type: Permanent Full-Time

Shift Type: Days, no weekends (subject to change)

Bi-Weekly Hours: 70 Hours

Hours of Work: 7 hrs/shift

Posting Number: 9067

Union: Non-Union

Date Posted: July 3, 2025

Internal Closing Date:July 10, 2025

As a global leader in geriatric care, the Clinical Services portfolio is a fundamental part of Baycrest’s commitment to provide a continuum of exemplary programs and services throughout the journey of aging. This position provides administrative support and reports to both the Director, Inpatient Services for the Hospital, and the Director, Interprofessional Practice, Pharmacy and Hospital Quality.

Responsibilities include but are not limited to:

• Provide accurate word-processing support by composing and/or editing a variety of documents, including highly sensitive, confidential correspondence, memoranda, contracts, proposals, presentations, etc.
• Drafting, editing and distributing correspondence (i.e. minutes, agendas, letters, memos, announcements, presentations, reports, letters of offer, letters of appointment/reappointment)
• Develops and maintains highly-organized electronic and paper filing systems that permit easy reference and rapid retrieval of information and records
• Supports the Director in the development of budgets and tracks:budget expenditures, including operating and capital expenses and purchases and expenses for reconciliation with budget statements
• Coordinates and provides administrative support to committees, task forces, etc. on behalf of the Director
• Takes the lead in organizing meetings, updates with direct reports, events and other functions on behalf of the Director, including: arranging meeting room, teleconferencing, catering, distribution of information, agendas and other materials, communicating with attendees, etc.
• Coordinate & maintain funding agreements and program specific contracts, as applicable.
• Coordinates the reporting and payment processes for Baycrest foundation funded programs
• Tracks and summarizes performance against operational work plan as directed by the Director e.g. KPIs, CEO Reports, program / department milestones

Qualifications include but are not limited to:

• Grade 12 education combined with 2 years community college (eg. Centennial College – Office Administration – General) secretarial and or equivalent/relevant work-related experience.
• Excellent keyboarding skills of 40 wpm, computer skills, including Outlook, MS Word, Excel required
• Previous experience working with Boards and/or Major Committees combined with demonstrated initiative and sound judgment in problem solving and decision making.
• Previous healthcare experience preferred and/or a definite asset.
• Previous training and working knowledge of medical terminology is a definite asset.

Additional Benefits:

• Vacation Entitlement
• Opportunity to enroll in Extended Health and Dental Benefits Plan
• Opportunity to enroll in the Healthcare of Ontario Pension Plan (HOOPP)
• Access to 24/7 Employee Assistance Program

INTERNAL APPLICANTS: Current Baycrest employees must apply online through the Baycrest intranet. Applications submitted through the external careers website will only be considered after the internal application process. If you are a current employee and are unable to access the intranet, please contact Human Resources for assistance.

EXTERNAL APPLICANTS: Please submit your application online by clicking the Apply button below.

Remarkable people of Baycrest Health Sciences
are changing the future of brain health and aging.

Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.

Baycrest is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources at [e-mail] or 416-785-2500, ext. 2961.

All successful candidates will be required to complete a police reference check/vulnerable sector screen.