Executive Assistant

2 months ago

Orillia, Canada Cottage Country Family Health Team Full time

**EXECUTIVE ASSISTANT - FULL TIME**

**Primary Location**: Bracebridge

**Position Description**: The Executive Assistant is responsible for a wide variety of administrative duties in support of the Executive Director (ED). The Executive Assistant works closely with the ED to provide leadership and support in the implementation, maintenance and monitoring of administration, operations, and board services within Cottage Country Family Health Team. The Executive Assistant is also required to maintain confidentiality and professionally interact with employees, management, and the public.

**Roles and Responsibilities**
- Acts as primary support and is responsible for all administrative duties for the Executive Director, including all delegated functions with respect to Board related tasks, such as preparing meetings, recording minutes, and maintaining policies, bi-laws, and records.
- Develop, organize and maintain electronic and paper information filing/retrieval methods, systems and formats, maintaining documents and databases as required.
- Assist the Executive Director with Ministry reports and submissions including Quality Improvement Plans and Annual Operating Plans.
- Liaise with Primary Care Providers, Administrative Staff, and Allied Health Care Providers regarding organizational policy and procedures, and program information.
- Arrange meetings; create agendas, distribute packages, record minutes, and maintain these records for the Board of Directors, Executive Committee, and various CCFHT committees.
- Actively participate on other CCFHT Committees and teams (JHSC, QIP, Privacy, and others as required)
- Assist with the development and distribution of corporate communication materials including policies and procedures.
- Support the development and organization of FHT staff meetings.
- Organization of mandatory staff education and training.
- Support the oversight of day to day operations inclusive of staff schedules, appointments and potential disruption to services.
- Responsible for tasks related to recruitment, hiring, on-boarding and maintaining HR records.
- Support procurement and purchasing of office supplies and maintain inventory records.
- Oversight and management of communications inclusive of the phone, EMR and website.
- Oversight of support to FHT programs including record maintenance and patient appointments.
- Supervision of Occupational Health & Safety programs.
- Maintain privacy and confidentiality in accordance with current legislation including the Personal Health Information Protection Act by exercising reasonable care and caution in protecting confidential and sensitive information of clients, their families, employees, and the FHT organization.
- Adhere to the policies and procedures of the organization by maintaining current knowledge of policy manuals, reading minutes of meetings and keeping up to date with all FHT initiatives.
- Keep the Executive Director informed of any administrative issues that may have a negative effect on our culture, performance, or vision.
- Continually upgrade skills and knowledge to meet the demands of the position.
- Undertakes other assignments and/or responsibilities assigned by ED as required.

**Qualifications, Skills and Specific Job Requirements**:

- Post-Secondary school diploma or degree in office or business administration an asset.
- 5 years' experience in an administrative role, health care experience preferred.
- Police Record/Vulnerable Sector Check.
- Certificate in medical terminology an asset.
- Strong knowledge of EMR systems, Telus PS Suite in particular would be an asset.
- Superior interpersonal, public relation and communication skills (written and oral).
- HR experience including recruitment, onboarding and training of new staff.
- Sound knowledge of various legislation, including Occupational Health and Safety, Employment Standards, and Personal Health and Information Act.
- Ability to work independently with mínimal supervision and handle multiple tasks/assignments and meet varying deadlines.
- High degree of accuracy and attention to detail and internal communications.
- Demonstrate strong organizational skills with the ability to prioritize and maintain a variety of activities.
- Exercises good judgment and shows a willingness to take on new challenges.
- Ability to keep and retain confidential information.
- Problem solving and conflict resolution skills.
- Knowledge of the Family Health Team model an asset.

**Compensation**: salary between $56,000 - $60,000 based on experience, comprehensive benefits package, and participation in Healthcare of Ontario Pension Plan (HOOPP).
- Cottage Country Family Health Team is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or age. _

**Job Types**: Full-time, Permanent

Pay: $56,000.00-$60,000.00 per

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