Administrative Assistant

2 weeks ago

Toronto, Ontario, Canada St. Joseph's Health Centre Full time
The primary role of an Administrative Assistant is to conduct the support functions for the St. Joseph's Health Centre Diagnostic Imaging Department and the offices of the Chief Radiologist and Manager of the department.

This includes providing administrative, organization and secretarial support and this role requires daily communication both internally and externally.

The successful applicant must be a highly motivated individual with exceptional verbal, written and organizational skills.

The applicant must have the ability to use critical thinking and sound judgment while being flexible in providing highly skilled support to both internal and external stakeholders.

The ability to maintain a high standard of professionalism and confidentiality is essential.

Duties and Responsibilities:

  • Drafts, types and edits memorandums, letters, presentations, reports and policies and procedures
  • Organizes, maintains and prioritizes schedules
  • Prepares agendas and minutes of meetings as needed
  • Plans meetings, projects and conferences
  • Coordinates and organizes daily calendars, meetings, room bookings, conference calls, video conferencing, AV support, along with standard administrative functions (printing, couriering, fax, photocopying, scanning, office supplies, AV equipment, etc.)
  • Ordering of office supplies as per departmental needs
  • Responds to urgent issues in a timely manner and redirect enquiry to appropriate person
  • Collects and reports statistical information for reporting on monthly, quarterly and annual reports as needed
  • Design, development and implementation of documents ( schedules, flyers, templates, event timeline, charts)
  • Acts as the front line contact for internal and external customers who would like to make contact with the Chief Radiologist or Manager of Medical Imaging
  • Oversees accounts receivables and payables for staff and program
  • Ensures that external images and reports are available for weekly Cancer Care Ontario rounds
  • Enter payroll data for individuals reporting to department and submit discrepancies as necessary
  • Act as point of contact for SCOPE (Seamless Care Optimizing the Patient Experience) calls. Direct requests to necessary radiologists and follow up on all urgent referrals to ensure an Emergency Room visit is avoided when possible. Track and submit data accurately
  • Enters and tracks all housekeeping and maintenance requests
  • Responsible for entering and updating Radiology call schedule on PetalMD
  • Coordinates the release of imaging to law firms which entails verifying patient consent, creating invoices and submitting deposit forms

Qualifications and Experience:

  • Community College graduate of a recognized office administrative program, or equivalent experience required
  • Five (5) years' administrative experience required
  • Advanced problemsolving abilities and demonstrated ability to develop systems that create efficient work flow
  • Ability to exercise good judgment in a variety of situations
  • Ability to maintain confidence while balancing multiple priorities
  • Ability to work with multiple departments, and with differing policies and procedures
  • Excellent written and verbal communication skills required
  • Must have excellent attention to detail and be able to work under pressure
  • Must be able to work independently and as part of a team
  • Exemplary attendance record

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