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Admin Assistant Pcm 2e/2l/3m/4m/4l Medicine

7 months ago

Toronto, Canada Unity Health Toronto Full time

Admin Assistant PCM 2E/2L/3M/4M/4L Medicine (Job ID: 1370)

**Job Description**:
This new and exciting position will be reporting to the Patient Care Manager of 4M-Medicine. In addition, the position will be providing support to 4M-Medicine and other Medicine Units. This role is best suited for someone who understands or is keen to learn about the complex work that occurs in face-paced medical units and support by ensuring the unit(s) run smoothly. This role is best suited for someone who wishes to lend their innovative solutions, organizational skills, keen attention to detail, and interest in improving and streamlining processes to support complex clinical areas.

Duties and Responsibilities:

- Reviewing and verifying purchased service invoices for unit(s)
- Maintains staff master schedule templates, creates schedule drafts, and reviews staff requests
- Schedules meetings (in person or virtual via Zoom), books rooms through the hospital's Scheduler Plus system, records and distributes minutes, agendas and other materials
- Attends relevant meetings as directed by PCM and take minutes, distribute materials, invite attendees, etc.
- Provides excellent customer service and serves as a front-line representative and communication relay person for the department
- Creates/formats/photocopies slides, handouts and presentation materials
- Arranges for interviews and interview packages
- Maintains personnel files and staff database summaries for training and certification
- Maintains binders/unit resources, formats policies and procedures, and keep physical copies up to date
- Schedules and organizes performance appraisals and educational initiatives
- Supports data entry of biweekly payroll
- Assists with execution of departmental events by booking rooms, catering, arranging advertising, and room set up and take down
- Maintains currency of quality boards and other unit based metrics
- Continuously seeks opportunities for quality improvement to ensure optimal departmental operations
- Confidential communications and access to confidential information will be a key component of this role.
- Any other responsibilities as requested by the Managers

Qualifications:

- Minimum of 2 years of progressively responsible secretarial/administrative experience in a hospital setting required
- Graduate of a recognized office Administration program
- Proven proficiency in the use of computers with advanced knowledge of Microsoft Word, PowerPoint, Excel, Outlook Electronic mail, SJHC systems including scheduling system and payroll
- Excellent interpersonal and verbal/written communication skills.
- Ability to work independently and to manage competing workloads.
- Demonstrated ability to work co-operatively and in a team environment.
- Ability to employ highly organized and systematic work habits
- Ability to work independently and to manage competing workloads in a calm manner
- Demonstrated initiative and is a self-starter
- Demonstrated ability to problem solve and multi-task in a busy environment
- Demonstrated ability to prioritize work based on competing demands from multiple PCMs
- Demonstrates meticulousness and ability to perform self-checks for errors
- Knowledge of medical terminology would be a definite asset
- Demonstrated commitment to providing exceptional customer service
- Satisfactory attendance record.