Department Administrative Assistant (Temporary Full Time) -C People Health

Trillium Health Partners; United States; Hybrid; USD 29,000 - 37,000; Full time

Job summary

Trillium Health Partners is seeking a highly organized Department Administrative Assistant to provide comprehensive administrative support to the People Safety and Support teams across THP sites. The role requires handling confidential information, payroll tasks, and coordinating data across multiple departments in a fast-paced hospital environment.

The position is a temporary full-time role (6 months) with a hybrid work model (Flex First) at Mississauga, Credit Valley, and Queensway Health

Qualifications

• Completion of Administrative Training at Secretarial level and/or evidence of equivalent experience required.
• Strong computer skills including Outlook, Word, Excel, PowerPoint, and Teams.
• Preference given to those with experience in an occupational health and safety department.
• Medical terminology course is preferred.
• Previous hospital experience is an asset.
• Experience with Parklane is preferred.

Responsibilities

• Work collaboratively with the inter professional People Safety and Support team.
• Manage Parklane data entry, accounts setup, troubleshooting, updating data, and pulling reports.
• Maintain and protect confidential information.
• Complete and review payroll; support HRIS implementation as needed.
• Process invoices and ordering of supplies, print shop orders, and IT needs.
• Consolidate and reconcile invoices accurately.
• Communicate effectively in writing and verbally; update departmental materials.
• Perform other duties as assigned within People Safety and Support.

Skills

Administrative support

Data entry

Customer service

Communication

Time management

Attention to detail

Team collaboration

Independence

Education

Administrative Training/Secretarial level

Tools

Parklane

HRIS

Microsoft Office Suite

Job description

Requisition Number: 8782

Position: Department Administrative Assistant

Status: Temporary Full-Time (6 months)

Number of Vacancies: 1

Department: People Safety & Support, People Services

Role Level: Admin Clerical (AC 05) $29.93 to 37.43 per hour

Site: Mississauga Hospital, Credit Valley Hospital, Queensway Health Centre

Work Model: Hybrid (Flex First)

Shift/Hours of Work: Days – 37.5 hours per week

Trillium Health Partners is one of Canada’s largest community-based teaching hospitals, serving the growing and diverse populations of Mississauga, West Toronto, and surrounding communities through the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, the Reactivation care Centre (Church Site) and the new THP-UHN Reactivation Care Centre. Guided by our values of compassion, excellence, and courage, and through our strategic roadmap, Plan to 2030, we are creating a new kind of health care - defined not by illness, but by the health and well-being of people and communities.

Position Summary:

A high achieving, self-motivated individual with strong organizational skills and demonstrated commitment to customer service will excel in this role. The successful candidate must possess the ability to work in an extremely fast-paced environment and be able to disseminate confidential and complex information in order to maintain effective and efficient working relationships. In this role, you will provide administrative support functions for the People Safety and Support teams at all sites of Trillium Health Partners therefore you must be able to work at all sites.

Key Responsibilities:

• Work collaboratively with the inter professional People Safety and Support team.
• Effectively manage and maintain occupational health and safety data system (Parklane): data entry, setting up accounts and departments, troubleshooting, updating data, and pulling reports or files.
• Maintain and respect confidential information.
• Complete and review payroll. Support the Human Resources Information System implementation (HRIS), as needed.
• Process invoices and ordering of supplies, print shop orders, and information systems needs.
• Accurately consolidate and reconcile invoices.
• Communicate effectively, both verbally and in writing (e.g., presenting data, developing and updating departmental materials).
• Other duties as assigned within People Safety and Support.

Key Qualifications:

• Completion of Administrative Training at Secretarial level and/or evidence of equivalent experience required.
• Strong and proven computer skills, including Microsoft suite of applications: Outlook, Word, Excel, PowerPoint, and Teams.
• Preference will be given to individuals with previous experience working in an occupational health and safety department.
• Medical terminology course is preferred.
• Previous experience working in a hospital is an asset.
• Experience and working knowledge of Parklane preferred.
• Effective time management skills combined with the ability to prioritize tasks to meet the high demands and timelines of day-to-day operations.
• Attention to detail – organized and demonstrated ability to manage data with accuracy and reliability.
• Self-directed individual who possesses initiative combined with the ability to work independently and with minimal supervision.
• Demonstrated ability to successfully collaborate with a variety of multiple clients (internal and external) in a professional and extremely organized manner.
• A customer service, professional and friendly attitude combined with positive work performance and attendance record.
• Excellent communication and interpersonal skills combined with the ability to work effectively as a member of a dynamic team and a wide range of other professional staff.

Location:

We offer employees, in roles that are conducive to remote work, the flexibility and the right mix of remote and in-office work (approximately 80/20). Acknowledging that the primary works space will be remote work from home, but there will be times when onsite presence is appropriate just as there will be times when onsite presence may not be possible.

The expectation is that remote work locations, as part of the Flex First program, will be in the employee’s place of residence, and adhere to all THP policies and procedures, with special consideration towards privacy. Since employees should be available to return to the workplace with 24 hours’ notice, remote work outside of the province or country is not acceptable.

Candidates are selected on the basis of their skill, ability, experience and qualifications. Where these factors are relatively equal seniority shall govern providing the successful applicant.

Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

Our organization may use automated tools, including artificial intelligence (AI) or algorithm-assisted systems, to support the initial review of applications. These tools are used only to assist our recruiters and hiring managers; all hiring decisions include meaningful human involvement and final review.

We thank all those who apply but only those selected for further consideration will be contacted.

Trillium Health Partners is one of Canada’s largest community-based teaching hospitals. Our team of more than 17,000 people serves the growing and diverse populations of Mississauga, west Toronto, and surrounding communities through the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, and nine satellite locations. Guided by our values of compassion, excellence, and courage, and through our strategic roadmap, Plan to 2030, we are creating a new kind of health care - defined not by illness, but by the health and well-being of people and communities.