Admin Assistant Department Pediatric Clinic

2 weeks ago

Toronto, Canada St. Michael's Hospital Full time

Reporting to the Clinical Leader Manager, the administrative assistant in this position will support the Pediatric Clinic's REACH school clinic located out of Nelson Manela Public School. Working with an interdisciplinary team, the primary role of the Administrative Assistant to the Pediatric Clinic includes performing a broad range of essential administrative, secretarial and business support services for the clinic; providing excellent service to patients and families; providing word processing/typing services to meet the needs of the manager/department/unit; maintaining responsibility for coordinating, scheduling and registration of appointments, in a timely manner; providing administrative support for small and/or medium size meetings; maintaining electronic and/or paper filing system; etc.

**Duties and Responsibilities**
- Creates and maintains staff schedules.
- Takes and transcribes minutes and follows up with required parties, as required to ensure minutes are an accurate reflection of meeting(s);
- Types/prepares drafts documents for review, including legal agreements, presentations, abstracts, key performance indicators and other documents, in a timely manner;
- Collects, complies, updates and provides basic statistical and/or financial information and other data to generate and prepare reports and other documentation, ensuring monthly reporting deadlines are met and all required reports are complete
- Develops and produces regular and ad hoc reports and documentation, as requested.
- Liaises with internal and/or external parties to send out invitation for individual and/or committee meetings, advising of meeting time and date, to determine availability/confirm attendance, in a timely manner;
- Books appropriate meeting/conference rooms to accommodate all participants;
- Prepares and distributes meeting agenda items to participants, on a timely basis;
- Makes arrangements for catering, audio visual and other equipment/material (e.g., flip chart, etc.), ensuring equipment is set up in a timely manner for meetings and follows up with parties to ensure meeting runs smoothly;
- Prints, photocopies ,orders and distributes required materials (e.g., agenda) prior to participant(s) arrival;
- Attends meetings, as required, recording/taking, preparing and distributing minutes, as requested;
- Follows up on the implementation of meeting decisions, as requested.
- Manages, organizes and maintains the calendar/schedule for designated manager(s);
- Schedules and confirms meetings/appointments; updates calendar with meeting/appointments information, in a timely manner;
- Exercises some judgement to reschedule appointment, as required bases on the manager(s) changing priorities, notifying parties of changes, in a timely manner;
- Makes arrangement for professional and other work related activities, as required, ensuring all information is entered into the calendar, including contact list and meeting schedule, etc., to ensure manager(s) have timely/current meeting times and dates.
- Prepares monthly financial report, within scope of authority;
- Prepares requisitions to order supplies, within signing authority limit;
- Prepares expense and verifies billing report for manager approval;
- Completes appropriate requisition for cheque requests;
- Coordinates and compiles quarterly performance report, ensuring objectives are updated;
- Opens, sorts, prioritizes and distributes mail;
- Performs cross functional and/or other responsibilities as assigned or required, including maintaining electronic and/or paper filing system.

**Qualifications**
- Completion of a recognized Secretarial Arts/Administrative Assistant diploma program required;
- Two (2) years’ practical and related experience working in an fast pace environment required;
- Excellent verbal and written communication skills required;
- Excellent interpersonal and customer service skills required;
- Excellent organizational and time management skills required;
- Excellent problem identification and problem solving skills required;
- Ability to work independently and prioritize workload in a fast paced environment required;
- Ability to work discretely with and protect confidential information required;
- Ability to use good judgement in assessing difficult situations required;
- Ability to produce high quality work in accordance with Hospital standards required.

Hours: Monday - Friday, Day shifts. Subject to change as per departmental needs.

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