Senior Administrative Assistant - General Medicine

William Osler Health System; Brampton; On-site; CAD 45,000 - 56,000; Full time

Job summary

William Osler Health System in Brampton is seeking an Administrative Assistant to support the Medicine, Critical Care and Respiratory Therapy leaders. The role blends administrative and clinical duties across multiple sites to help optimize clinic schedules and workflows.

You will manage calendars, prepare reports and documents, handle confidential files, and assist with payroll and procurement while upholding Osler's values of Respect, Excellence, Service, Compassion, Innovation and

Qualifications

• College diploma/certificate in office administration.
• 3–5 years of administrative experience within a clinical environment.
• Advanced proficiency with Microsoft Office and electronic data management systems.

Responsibilities

• Provide administrative and clinical support to the identified Clinical Directors.
• Coordinate calendars, prepare meeting materials and manage filing systems.
• Prepare reports, correspondence and communications; coordinate travel and meetings.

Education

College diploma/certificate in office administration

Tools

Meditech

Job description

• Full-time
• Program: ACUTE GENERAL MEDICINE
• Site: Multiple sites
• Job Category: General Medicine
• Contract Type: Permanent
• Union Group: Non Union - Professional Technical
• Schedule: Days 8 hours
• Employment Type: Full Time

Company Description

One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our visionof world-class health care inspired by our people and communities.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment.

Join our team today!

Job Description

Reporting to the Director, Medicine, Critical Care and Respiratory Therapy, this role provides administrative and clinical support to the identified Clinical Directors.

ACCOUNTABILITIES:

• Able to work seamlessly in both administrative and clinical domains, providing organized and efficient support for the identified Clinical Directors.
• Prepare and coordinate patient files, reports and appointments, such that clinic schedules and workflow is optimized for the clinician, patient and other services providers involved
• Manage and provide administrative requirements including the coordination of calendars, preparation of meeting materials and file management
• Create and format documents, templates, forms, reports, spreadsheets, and presentations; compose correspondence; manage databases using office software, publishing software and digital graphics
• Prepare and communicate meeting agendas as well as document and follow-up on meeting minutes and action items
• Schedule complex multi-party meetings, including audio-visual equipment and catering services as required and liaise with external parties
• Develop and maintain paper and electronic filing systems, including filing of confidential information
• Conduct background research, internet searches, compile data and prepare reports as requested
• Coordinate program or department submissions for events, such as accreditation and incident management
• Draft memorandums, letters and email correspondence and prepare routine reports
• Coordinate the repair and maintenance of office equipment and maintain adequate supplies
• Set-up system, security access and parking access for new hires supporting the program
• Process finance expense forms to maintain accountability; process stipends, etc
• Process payroll for selected program staff
• Procure and orders supplies and equipment, and manage storage and facilitate maintenance of items

Qualifications

QUALIFICATIONS:

• Possess college diploma/certificate in office administration
• Three to fiveyears of administrative experience within a clinical environment, with knowledge of clinical workflow
• Proven track record supporting leaders and clinicians with multiple, competing priorities
• Ability to work independently, interdependently and adaptable to change
• Advanced proficiency with Microsoft Office, the internet and electronic data management systems (Meditech experience an asset)
• Demonstrated excellent interpersonal communication (oral, verbal and English comprehension) and the ability to interact with staff, support services, physicians and external parties at all levels, as a team player
• Experience in conducting background research and internet searches
• Exceptional organizational and time management skills within a fast-paced environment
• Demonstrated ability to maintain a fast work pace, managing multiple priorities with strict deadlines, while maintaining a positive attitude
• Demonstrated diplomacy in working with others, employing a cooperative approach with a focus on customer service
• Creative problem-solving skills and ability to exercise good judgment without direction
• Enthusiastic about learning and adapting to changing responsibilities
• Demonstrated interest in advancing the effectiveness of the division and program
• Previous experience in a physician's patient care office setting an asset
• Flexibility in work hours
• Must demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration
• Adaptable to travel between Osler sites, if required

Additional Information

Hours: Currently Days, 8 hour shifts (subject to change in accordance with operational requirements)

Salary:

Minimum: $32.53 per hour

Maximum: $40.65 per hour

Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at [emailprotected]

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.