Senior Administrative Assistant - Primary Care Operations

Pinecrest-Queensway Community Health Centre; Ottawa; On-site; CAD 36,000 - 42,000; Full time

Benefits offered by this job

4 weeks vacation plus other leave ent

Extended Group Health benefits

Flexible Health & Wellness Spending

HOOPP

Job summary

Pinecrest-Queensway Community Health Centre is seeking a Senior Administrative Assistant to provide senior-level administrative and operational support to the Primary Care Leadership Team and Primary Care program in Ottawa. You will coordinate administrative processes, manage scheduling, and ensure timely follow-up on priorities and deliverables.

The role requires excellent organization, discretion with confidential information, and the ability to work independently and collaboratively within an

Qualifications

• Secondary school diploma with post-secondary training in office administration or equivalent.
• Three to five years of progressively responsible administrative support experience, preferably in healthcare.
• Ability to work independently, organize and prioritize multiple responsibilities, and meet deadlines.
• Strong organizational skills, attention to detail, sound judgment, and problem-solving abilities.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Strong written and verbal communication skills with staff, leadership, and stakeholders.
• Proficiency with Microsoft Office applications including Word, Excel, Outlook, PowerPoint and SharePoint.
• Experience with electronic medical records and healthcare scheduling systems is an asset.
• Ability to troubleshoot basic office and computer systems.
• Knowledge of health and social services relevant to Primary Care is an asset.
• Ability to work independently and collaboratively within administrative and interdisciplinary teams.
• Fluency in English is required; French or other languages are considered assets.

Responsibilities

• Provides senior-level administrative and operational support to the Primary Care Leadership Team and Primary Care program.
• Coordinates meetings and team activities, including scheduling, agenda preparation, distribution of materials, minute-taking, communications, and follow-up on action items.
• Prepares correspondence, reports, presentations, spreadsheets, and other documents as required.
• Maintains calendars, provider and team schedules, databases, files, and administrative tracking systems.
• Collects, consolidates, and maintains statistical and program information and supports reporting requirements.
• Coordinates the collection and consolidation of information from community partners and clinics, as required.
• Supports the Leadership Team in tracking administrative requirements, deadlines, outstanding items, and follow-up activities.
• Processes and tracks invoices, travel claims, payroll and timesheet information, leave requests, and other administrative documentation for approval and processing.
• Develops and maintains administrative processes, records, and filing systems per procedures and privacy standards.
• Works collaboratively with administrative, clinical, and leadership teams to support communication, coverage, and continuity of services.
• Performs other related duties as assigned.

Skills

Organizational skills

Communication skills

Problem-solving

Discretion

Independent work

Team collaboration

Education

Secondary school diploma with post-secondary training in office administration

Tools

Microsoft Office

SharePoint

Job description

Pinecrest-Queensway Community Health Centre is seeking a Senior Administrative Assistant to provide senior-level administrative and operational support to the Primary Care Leadership Team and Primary Care program in Ottawa. You will coordinate administrative processes, manage scheduling, and ensure timely follow-up on priorities and deliverables.

The role requires excellent organization, discretion with confidential information, and the ability to work independently and collaboratively within an