Administrative Assistant

3 months ago

North Bay, Canada Home and Community Care Support Services Full time

**Job Description**:
**_
CARE AND BE C_**_ARED FOR - THIS IS YOUR HOME_**:
**Position: Administrative Assistant**

**Posting Number: #081-24**

**Employment Status: Permanent, Full-Time**

**Location: North Bay**

**What will you do?**

**Reporting to the Director, Patient Services, the Administrative Assistant is responsible for providing administrative support to the Director and/or assigned Manager(s), **depending on Home and Community Care Support Services North East requirements.**

**KEY ACCOUNTABILITIES**:

- Manages calendar of designated director and/or manager(s) by scheduling meetings and making adjustments as necessary based on changing needs and priorities;
- Books boardrooms, office equipment, catering service as needed and organizes materials and supplies for meetings and conferences;
- Maintains and distributes agenda and minutes of assigned meetings;
- Records and transcribes minutes of meetings;
- Receives, reviews, and prioritizes incoming mail, referring materials to business units for action as appropriate and following up on outstanding items;
- Identifies and discusses non-routine items with director and/or manager(s) to discuss action required and relays instructions to appropriate area;
- Prepares reports, correspondences, presentations and a variety of other materials as assigned;
- Identifies contentious issues which arise, ensuring director and/or manager is informed;
- Produces, from rough notes or instructions, a variety of materials including presentations, reports, minutes of meetings, invitations, and correspondence;
- Gathers background information to respond to enquiries from internal and external sources including clients;
- Makes travel and accommodation arrangements and prepares travel expense claims;
- Receives visitors and phone calls from a variety of internal and external sources, handling routine matters on own initiative and referring others to manager or appropriate business area;
- Establishes and maintains appropriate departmental files;
- Liaises with other Administrative Assistants, Program Assistants, and Executive Assistants as necessary to resolve administrative problems and ensure the smooth running of the department;
- Facilitates the orientation of new staff and ensures they have necessary supplies and equipment.

**POSITION REQUIREMENTS**:

- Previous administrative experience in an office environment, preferably providing support at a management level;
- Strong knowledge and ability to compose business correspondence, minutes of meetings and reports that are concise, accurate, and grammatically sound;
- Ability to manage calendars by scheduling meetings and making adjustments as necessary based on changing needs and priorities;
- Advanced keyboarding skills and proven proficiency with a variety of software programs in the Microsoft Office Suite, including Microsoft Teams, Outlook, Word and Excel;
- Some skills and abilities with various office equipment (i.e. copiers, teleconferencing equipment) and software such as Live Meeting, Visio, videoconferencing, Adobe, DocuSign;
- Good understanding of general office administrative processes and procedures;
- Knowledge of manual and electronic filing systems;
- Ability to manage time and organize work efficiently;
- Ability to participate as an effective team member and to support departmental and organizational goals and objectives;
- Considerable interpersonal skills are required when interacting with staff, patients, service providers, and visitors;
- Ability to handle sensitive and confidential information in a discreet and professional manner;
- Excellent telephone customer service skills;
- Advanced oral and written proficiency in English is essential.
- We have a mandatory COVID-19 vaccination policy. As a condition of employment, all employees are required to submit proof of COVID-19 vaccination status prior to start date

**How to Apply**:
**Please reference job posting 081**-24 **when applying.**

**Equity, Inclusion, Diversity and Anti-Racism Commitment**:

- We thank all applicants for their interest; however, only those selected for an interview will be contacted._

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