(Full-time Temporary)

4 weeks ago

Whitby, Canada Ontario Shores Centre for MHS Full time

**JOB DESCRIPTION**

Ontario Shores requires an experienced Administrative Assistant to support the Human Resources Management team. Using superior administrative, communication and organizational skills, and reporting to the Manager and Director, of Human Resources, the Administrative Assistant will coordinate the daily administrative details of the Directors and Managers while also supporting the Human Resources Team as required.

**Key Duties and Responsibilities**:

- Minute taking
- Correspondence such as letters, memoranda, charts, educational material and handouts
- Assist with development, coordination, organization, communication and promotion of special events.
- Preparing Power Point presentations
- Developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats
- Maintaining timecards for approval
- Maintaining appointment calendars, coordinating appointment schedules; organizing or planning meetings.
- Ensuring efficient operation of the office; responding to routine inquiries
- Maintenance of signing authority, assisting in routine processes, delivery of reports and others as assigned
- Performing clerical support functions; performing cross-functional responsibilities, as required.

**Qualifications**:

- Secretary Administration Diploma
- Exceptional customer service skills
- Demonstrated excellent organizational, time management, prioritization, problem-solving, and conflict resolution skills
- Proven excellent interpersonal skills and effective oral/written communication skills (including tact and courtesy)
- 3 years secretarial experience in a professional environment
- Knowledge of office procedures and guidelines
- Intermediate to Advanced Microsoft Office Suite computer skills and internet/intranet knowledge
- Typing speed 60 w.p.m.
- Proven ability to work effectively & efficiently as part of a multidisciplinary team
- Proven ability to work under pressure and use good judgment
- Demonstrated creativity, flexibility and enthusiasm
- Must have excellent grammar, punctuation, spelling and proofreading skills
- Demonstrated planning and coordinating abilities
- Demonstrated ability to work with mínimal supervision
- Ability to perform the physical demands of the position
- Proven good attendance record with the capability of maintaining this same standard.
- Must be able to work flexible hours occasionally as department needs dictate
- Experience in a mental health or hospital environment preferred

**SKILLS**
- Superior organizational and planning skills
- Event planning
- Technical skills (Microsoft Office products, Meditech, EMS, CRM)
- Excellent verbal and written communications skills
- Strong interpersonal skills with the ability to establish solid working relationships with key external and internal stakeholders and colleagues
- Ability to work well in a fast-paced team environment and remain calm
- Self-motivated and success-driven
- Positive ambassador of Ontario Shores

**ACCOUNTABILITY**
- Maintains compliance with Freedom of Information and Protection of Privacy Act, the Occupational Health and Safety Act.
- Accountable for understanding the Confidentiality and Privacy can Code of Conduct for Ontario Shores.
- Accountable to maintain attendance to satisfactorily perform the job.
- Ability to work independently with mínimal direction.
- Job requires determining what information is confidential and whether or not is should be divulges when responding to inquiries.
- Follows procedures and guidelines for Ontario Shores

**WORKING ENVIRONMENT**
- Office Environment
- Requires intense concentration.
- Long periods of sitting
- May require heavy lifting for event set up

**6 Month Contract.

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