Administrative Assistant

4 weeks ago

Toronto, Canada The Four Villages Community Health Centre Full time

The Four Villages Community Health Centre is an equal opportunity employer and encourages resumes from people who are reflective of the diverse communities we serve

Are you looking to work where your excellence will shine, professional standards are highly valued and quality of care is respected? Do you want to practice in a setting where your voice helps shape how health care is provided; where you work at the centre, in the community and in collaboration with other health care services in West Toronto?

The Four Villages Community Health Centre’s mandate is to provide high quality, accessible primary health care to the communities within its West Toronto service area, in the context of the broader social determinants of health. Primary care, clinical services and a wide range of health promotion programs are primarily aimed at seniors, families with young children, youth and newcomers. Staff collaborate in an inter-professional team environment. The focus is on the client and capacity building. Four Villages has two locations in the west end of Toronto. It is funded by the Ontario Health - Toronto Region, and is a member of the West Toronto Ontario Health Team.

Reporting to the Director, Programs and Community Initiatives and as an integral part of the administration team, this position provides administrative support with a wide range of tasks to the Director, Clinical Services and Director, Programs and Community Initiatives. A systems perspective, continuous attention to details, timelines and flexibility are essential to the success of this position

The Administrative Assistant works closely with the Directors, the management and the administrative team. The position also assists with supporting clinical and program teams and working groups overseen by the Directors and ensures that the administrative needs of the organization are met efficiently and effectively. Areas of accountability include, but are not limited to, providing general and administrative support to the Directors, internal committees and working groups.

**RESPONSIBILITIES**:

- Schedule and set up meetings and teleconferences
- Prepare meeting rooms, technology and all logistics required for internal and external meetings and events, including management team meetings
- Prepare and distribute meeting agendas, previous minutes and related materials for the meeting
- Attend and take minutes during meetings (internal and external)
- Assist with managing follow-up on action items from previous meetings and prep for future meetings including taking a lead role in completing some action items
- Support personnel recruitment process
- Assist with screening and interviewing of applicants
- Schedule and set up interviews
- Assist with reference checks
- Assist with on-boarding, orientation and training of new staff and off-boarding for exiting staff
- Complete required new hire forms and other appropriate documentation
- Set up orientation and training schedules
- Register staff with relevant external portals
- Assist with the deactivation of exiting staff
- Develop weekly staff schedules as per principles and templates (to support coverage planning during the pandemic)
- Support the Directors with various tasks related to projects led by them
- Setup and prepare appropriate materials for meetings
- Take minutes
- Assist with current and future state mapping
- Complete tasks resulting from planning meetings
- Complete follow-up regarding to do’s, collect required data, format required documents and presentations
- Assist with administration of performance appraisal process of staff managed by the Directors
- Provide support to the Reception Lead
- Assist with developing coverage schedule for reception teams at both sites
- Assist with ensuring coverage during sick and vacation leaves
- Support or lead completion of various required or assigned administrative tasks:

- Manage the supply and distribution of EMR security tokens
- Assist with preparing and formatting process flowsheets (e.g. Visio, Lucidchart or Word)
- Prepare/format a variety of materials, including presentations, reports, minutes of meetings, invitations, memos, letters, organizational policies and other documents, using word processing, spreadsheets and/or presentation software, as required
- Maintain accurate filing system in the appropriate network drives
- Assist with managing the Outlook Calendar for Directors and setting up meetings internally and with external providers/partners
- Respond to requests for information, policies/protocols (e.g., requests from other CHCs)
- Support organizational initiatives as required, such as accreditation, strategic initiatives, quality improvement initiatives, etc.
- Provide support for ad-hoc projects for the Directors internally or with external partners
- Ensure that regular and ad-hoc organizational performance reports are secured from decision support, HR, and finance, and are shared on a timely basis
- Provide administrati

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