Executive Assistant, Quality and Risk, Tft

3 weeks ago

Barrie, Canada Central westhealhline Full time

**Job ID**
- 2023-6232**# Positions**
- 1**Job Type**
- Temporary (Full-Time)**Job Industry**
- Government and Public Sector, Healthcare and Medical Services**Career Level**
- Experienced**Years of Experience**
- 5**Locations**

***
- CA-ON-Barrie**Job Description**:
This position is responsible for providing executive administrative support to senior management by organizing, coordinating, and expediting the flow of work while working effectively and collaboratively with management and external stakeholders

**KEY RESPONSIBILITIES**
- Performs a wide variety of administrative support duties for the Director (e.g., calendar management, electronic and hard copy file maintenance, correspondence, communication, project support, expense tracking, etc.) which includes initiating, planning, and carrying out special projects; coordinating project logistics; conducting research and analysis.
- Drafts, formats, transcribes, collates, and organizes briefing notes, packages, and status reports in response to questions and emerging issues.
- Coordinates and arranges on-site (including OTN) and off-site meetings and events including logistics (e.g., Communication, location, meals, refreshments, equipment, materials, RSVPs, and travel).
- Prepares for, attends and records minutes of meetings as requested including the preparation and distribution of agendas, minutes, and other meeting materials.
- Attends meetings and participates on corporate committees, internal planning groups, task forces and working groups. Actively participates within cross-functional teams to advance the NSM LHIN's strategic directions and operational activities.
- Maintains a high level of confidentiality and professionalism at all times.
- Establishes effective working relationships with the LHIN team, government officials, and stakeholders.

Risk Management
- Reports risks with causes, impacts or mitigations beyond scope of responsibility to management.
- Follows safe practices related to the security and privacy of information.

Patient Safety
- Supports patient safety culture by ensuring work completed recognizes the safety of the patient(s).

Health & Safety
- Adhere to the duties of workers, as stipulated in Section 28 of the _Occupational Health and Safety Act, _applicable occupational health and safety policies, procedures, and protocol.
- Must adhere to all NSM LHIN administrative and applicable occupational health and safety policies, procedures, and protocol.

Other
- Updates and maintains assigned sites on SharePoint.
- Provides back-up support as required.
- Undertakes special projects as assigned.
- Other duties as required

POSITION REQUIREMENTS

Education
- Post-secondary diploma in executive office administration.
- Medical terminology certificate an asset.

Experience / Knowledge
- Five (5) years of progressive administrative experience at the senior management level in a health care organization.
- Knowledge of standard office administrative practices and procedures.

Competencies
- High level of proficiency in MS Office, including Excel, Outlook, Word, and PowerPoint, Access, and Visio.
- Accurate keyboarding skills at a minimum of 45 wpm.
- Excellent communication (verbal, written & listening) skills.
- High level of attention to detail and ability to proof-read.
- Demonstrated organization, record keeping, problem solving and decision-making skills.
- Demonstrated analytical skills and ability to write and analyze reports is an asset.
- Ability to organize daily workload in the presence of frequent interruptions, multiple demands, and deadlines.
- Demonstrated ability to work independently and in a team.
- Excellent interpersonal skills and demonstrated ability to facilitate effective working relationships with internal and external customers at all levels.
- Interacts and communicates with a strong degree of judgment and discretion.
- Demonstrated commitment to continuous improvement principles and practices.
- Self-motivated, focused, positive attitude, flexible, and proactive.
- Ability to identify creative solutions that address time, budget, quality.
- Ability to develop, organize, and implement office procedures and systems.
- Ability to initiate and complete projects with mínimal supervision.
- Proficiency in French is an asset.

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