Administrative Assistant

3 weeks ago

Cobourg, Canada Northumberland Hills Hospital Full time

**Reference #**
- 00692**Posted**
- Wednesday, November 22nd, 2023 at 12:00am**Scope**
- Public Applications Accepted**Position**
- Administrative Assistant**Department**
- Ontario Health Team Northumberland (OHTN)**Term**
- Full-Time**Application Deadline**
- Wednesday, December 6th, 2023 at 12:00am**Position Summary**

Reporting to the Executive Lead, OHT-N, the Administrative Assistant will provide timely and accurate administrative support, is a representative of the OHT-N, which includes demonstrative support of its strategic plan, and values. The incumbent will possess the ability to communicate with others at various levels and positions and develop and maintain positive relationships within Northumberland County. It is essential that the Administrative Assistant have exceptional interpersonal skills to facilitate and support requests from partners, stakeholders and the public. This role requires the ability to work independently with creativity and initiative and as a team member.

The Administrative Assistant works effectively and efficiently with a wide and diverse group of OHT-N partners, including patients and caregivers, health, social, municipal, and community-based services.

**Principle Responsibilities and Duties**

Specific duties include but are not limited to:

- Scheduling of all council and committee meetings
- Working with council/committee leads to develop agendas and prepare meeting packages
- Record, transcribe and distribute minutes for all council/committee meetings
- Ensure that action items stemming from meetings are recorded and follow-up is completed
- Contributes to the development and maintenance of relevant databases
- Prepare correspondence, reports, memos, communications material, etc.,
- Ensure reporting deadlines are met
- Appropriately disseminate provincial, regional and local communication
- Contributes to the development and maintenance of relevant databases
- Act as the back-up for the OHT-N Rural Outreach Clinic Coordinator
- Maintains current knowledge of other OHT-N partners, including health, social, municipal, and community-based services throughout Northumberland County
- Other duties as assigned.

**Skills and Abilities**
- Very good interpersonal skills and ability to interact tactfully, professionally, and sensitively with a variety of partners
- Excellent communication skills, both written and verbal
- Excellent organizational skills and ability to work independently or in a group as a team member
- Commits to meeting the privacy obligations and requirements of the OHT-N and its partners and protects the privacy/confidentiality of patient information in accordance with the Personal Health Information Protection Act (PHIPA)
- Demonstrates a record of good attendance and punctuality at work
- Valid driver’s license and access to a reliable vehicle

**Health and Safety**

Adheres to safe and healthy work practices in compliance with the Occupational Health and Safety Act and Regulations and applicable policies through:

- Performing duties in a manner that is conducive to a safe workplace
- Completion of mandatory occupational health and safety training
- Use and care of appropriate personal protective equipment as required
- Notifying Executive Lead of any health and safety concerns, so that they may be dealt with promptly
- Reporting of unsafe or potentially hazardous conditions, without fear of reprisal
- Reporting of any incident, injury or hazard in a timely fashion including completion of appropriate reports
- Cooperating with all return-to-work policies and procedures

**Education/Experience**
- Completion of a relevant post-secondary program in Medical Office Administration and/or equivalent
- Minimum of 3 years, recently working in a similar environment, providing progressive administrative support at a senior or executive level in healthcare
- Strong written, oral communication and analytical skills
- Project management certification considered an asset
- Keyboarding and advanced computer skills

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