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Department Administrative Assistant

3 months ago

Mississauga, Ontario, Canada Trillium Health Partners Full time

Job Description:

Position:
Department Administrative Assistant

File #:

Status:
Temporary Full Time (up to 12 months)

Role Level:
Admin Clerical AC05 ($ $34.50)

Dept/Program:
Volunteer Resources, People Support

Site:
Mississauga Hospital and Credit Valley Hospital - available to work at all sites as required

Hours of Work/Shifts:37.5 Hours Per Week - Monday to Friday

Posted:
March 4, 2024

Internal Deadline:
March 11, 2024

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada.

THP is comprised of the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, and the Reactivation Care Center at Humber.

THP serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.


Our Mission
:
A New Kind of Health Care for a Healthier Community

Our Values
:
Compassion, Excellence, Courage

Our Goals
:
Quality, Access, Sustainability

Our Enablers
:
People, Education, Innovation, Research
***
Position Summary:As an integral part of the Volunteer Resources team, you will contribute your knowledge and expertise in a variety of complex and challenging processes to support the volunteer program as well as provide department support.

Department Administration

  • Reception for the Volunteer Resources Department (including in person and phone calls)
  • Working with the Volunteer Coordinators to determine the recruitment needs of the program
  • Scheduling interviews for volunteer applicants for the Volunteer Coordinators
  • Completing all volunteer applicants' prevolunteer requirements including health screening and reference checks
  • Updating and maintaining the volunteer database, VsysOne and uploading all paper records
  • Assisting with the booking and setting up of monthly volunteer orientations sessions
  • Working with Volunteer Coordinators, and Manager to support the department's administrative needs and specifically onboarding of volunteer applicants
  • Booking weekly, joint site meetings and preparing the agendas, action items and minutes
  • Assist with month end reporting
  • Maintaining department inventory and ordering supplies
  • Others duties as required
Volunteer Program Assistance

  • Supporting the work of the Volunteer Advisory Council (VAC) by booking all of the monthly meetings
  • Producing agendas, minutes and reports as directed by the Manager
  • Reporting on hours and assisting with special projects to support the VAC
Ad hoc Requests

  • Recruit volunteers for ad hoc requests ( ie. special projects, administrative tasks)
  • Provide volunteer coverage for department during lunch hour

Key Qualifications:

  • Postsecondary education combined with 2 years of equivalent workrelated experience. Hospital volunteer program experience is an asset.
  • Working knowledge of databases, specifically VsysOne or other volunteer management software
  • Strong administrative skills with advanced technical skills in Windows, MS Word, PowerPoint, Outlook, Excel
  • Superior interpersonal and communication skills both oral and written, combined with a customer focused approach
  • Effective time management and multitasking skills
  • Strong organizational skills with the ability to prioritize tasks
  • High accuracy and attention to detail when performing a wide variety of tasks
  • Selfdirected individual who possesses initiative combined with the ability to work independently and with mínimal supervision
  • Be willing to work out of the Mississauga Hospital or Credit Valley Hospital sites (though the role will be supporting one site that is yet to be determined)
  • 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._
**_