Executive Assistant

**Vacancy**:Temporary Full time Executive Assistant, Medical Affairs

**Term**: 12 months

**Employee Group**:Non-Union Support

**Reference Number**:#24-221 T-FT EA MEDICAL AFFAIRS

**ROLES AND RESPONSIBILITIES**

**PATIENT SAFETY**

Every employee's responsibility is to ensure that the hospital's patient safety goal continues to be the centrepiece of our quality and risk management program and that every patient is treated within a safe environment. To ensure compliance with this goal, each employee must:

- Find, report, and prevent incidents/near misses or adverse effects
- Communicate/report areas of concern immediately to your Manager
- Complete a Near Miss Form or Incident Report to communicate or report incidents or near misses

**SUMMARY OF POSITION**

The Executive Assistant, Medical Affairs will provide administrative support and coordination support for activities associated with the Offices of Medical Affairs, Chief of Staff, Director of Medical Education, and reports to the Vice President of Clinical Services. The Executive Assistant shall act as liaison for these groups in such a way as to foster and maintain positive relationships in all aspects of interaction with staff, physicians and leadership.

**NATURE AND SCOPE OF WORK**
- Administer an effective credentialing and reappointment process for 245+ Medical, Dental, Midwifery & Extended Class Nurses incl. administration and monitoring of MAC-mandated education
- Liaise with Chief of Staff for annual reappointment, new appointments, letters of good standing, physician performance concerns, maintaining up to date governance documents and ongoing guidance/support for Regional Credentialing of physicians
- Liaise with Canadian Armed Forces and hospital departments to coordinate placements for the Military’s Maintenance of Clinical Skill Program (MCRP)
- Process all physician communication and data requests, both within the hospital as well as externally i.e. Ontario Physician Human Resources Data Centre, CMPA, CPSO, etc.
- Coordinate Physician Leadership Conference, Chief Retreats, professional recognition days, retirement celebrations and other events as required for the appointed staff
- Coordinate physician payments for Hospital On-Call Coverage (HOCC), Chiefs, Alternate Funding Arrangements (AFA), Committee work, Ministry agreements and other payments as required
- Coordinate budget for the Department of Medical Affairs and liaise with Department of Finance
- Ensure processes are in place to manage large amounts of information i.e. human resource data, financial data, performance data and other appointed staff related issues.
- Provide administrative support and coordination for the Medical Advisory Committee and other hospital committees that report to the MAC
- Provide administrative support and coordination for the Medical Staff Organization including banking, budget and annual billing
- Provide administrative support to the Department Chiefs as required
- Administrator for Physician On-Call Scheduling system
- Support the coordination of Continuing Medical Education and Morbidity and Mortality Rounds.
- Provide administrative support to the Chief of Staff including calendar/inbox management
- Perform other related duties as required

**QUALIFICATIONS**
- Undergraduate business degree or relevant experience and a strong working knowledge of administrative/specialized business support services as normally demonstrated through four to five years advanced administrative support experience at a progressively responsible level
- Proven ability to work independently and manage multiple projects and activities simultaneously
- Must have excellent oral, written, and interpersonal communication skills, as well as a high level of sophistication to effectively communicate and interact with senior executives, medical staff members & various external contacts.
- Advanced knowledge of Microsoft Suite (Word, Excel, Access, PowerPoint)
- Intermediate knowledge of data management and statistics
- Strong organizational and planning skills
- Ambassador skills - client services, tact and diplomacy, first line of contact
- Professional image, courteous and respectful, collaborative and collegial
- Flexibility in work schedule and hours of work
- The successful applicant shall observe strict confidentiality of all patients and hospital related information
- All new employees must successfully undergo a Police Check (Vulnerable Sector)

**ALIGNMENT WITH WDMH COMMITMENT STATEMENT**

The duties and responsibilities of this position include alignment with the Winchester District Memorial Hospital's Commitment Statement. It is the Hospital’s mandate to ensure that all employees adhere to the following as a duty of their employment:

- **Our Commitment**_
- We are here to care for our patients with compassion - close to home and with our partners._
- We pursue excellence in all we do._
- We are one team. We value respect, accountability, innovation, and learni