Executive Administrative Assistant

7 days ago

Perth, Canada Perth Family Health Team Full time

**About us**

We are establishing a new Family Health Team (FHT) in Perth and are seeking a highly organized and detail-oriented **Executive Administrative Assistant** to join our team.

**Overview**:
**JOB SUMMARY**:
The Executive Administrative Assistant will be a crucual part of the Family Health Team, supporting the Executive Director, the Management Team and Medical Practitioners in achieving the FHT's vision, mission and goals.

**Roles & Responsibilities**:

- Assist the Executive Director, the HR manager, Finance manager and the Project Coordinator with administrative functions as needed
- Support all Inter-Health Professionals with statistical data reporting to the Quality Health Patient Safety Committee (QHPSC), the Board of Directors, and Ontario Health
- Provide administrative support for the day-to-day operations of the FHT
- Liaison with all team members and the appropriate vendors with regard to administrative concerns, computer, telephone and systems performance
- Assess ongoing process and operational flow, provide feedback and make recommendations
- Manage scanning and lab vendors; work with the Executive Director to bring our capabilities to the latest standards within our funding parameters.
- Prepare reports and presentations for the Executive Director, Management Team or Board of Directors
- Coordinate and oversee the gathering of information for reports to Ontario Health
- Assists in the development and production of internal communications and public relations materials,
- Create documents, letterhead, templates, maintain work instructions and flow plans
- Assist the Finance Manager with financial/bookkeeping responsibilities and coordinate with FHO Bookkeeper
- Replenish kitchen supplies as needed and manage petty cash
- Maintain inventory and purchasing of medical supplies, office supplies etc.
- Attend any meetings as requested or required

**Time Management/Organizational Role**:

- Maintain current working knowledge of AFHTO policies and procedures, ensuring that all posted documentation is current and accurate
- Keep up to date with organizational events, policies and changes both internally and with our community partners
- Liaison on behalf of the FHT with Ontario Health (QIP), AFHTO and local stakeholders and partners
- Arrange priorities as necessary to perform tasks

**Team Development**:

- Contribute to the efficient functioning of the organization and the attainment of goals
- Promote awareness of the FHT services and programs
- Uphold a positive job attitude; maintaining a safe and healthy work environment
- Demonstrate a willingness to assist others working in a team-centered environment
- Demonstrate flexibility in accomplishing tasks
- Use the most effective and efficient method to deliver activities and services while improving quality

**Professional Development**:

- Assist in developing and executing an annual training and development (both mandatory and skills based) plan that is in line with strategic planning and individual needs
- Continually upgrading skills, abilities and knowledge to meet the demands of the position
- Participate in continuing education activities

**Skills and Abilities**:

- Expresses self clearly & concisely - both written & verbal
- Demonstrated ability to work with a team and work independently
- Listens & responds effectively, be open and non-judgmental
- Support and understanding of other team members
- Ability to deal with multiple requests, calls and prioritize work
- High degree of accuracy and attention to detail

**Education and Experience**:

- Diploma or certificate in Medical Secretary or Business Administration program an asset
- 3 years work experience in an administrative position, preferably in a healthcare organization
- Understanding of Ontario Health an asset
- Knowledge of Personal Health Information Protection Act (PHIPA)
- Excellent written and verbal communications skills
- Excellent organization, interpersonal, leadership skills
- Understands the working and maintenance of all office equipment including (but not limited to) computers, printers, scanner, fax, photocopier, label makers, telephone system, AV Equipment
- Excellent customer service skills
- Advanced knowledge of Microsoft Excel
- Proficiency in Microsoft Office Programs/PowerPoint
- Data Analysis
- Medical Terminology

**Confidentiality of Information**:

- Ensures adherence to the freedom of information act and protection of privacy
- Exercises care with caution in protecting confidential and sensitive information related to patients and personnel

Pay: $52,000.00 per year

**Benefits**:

- Company pension
- Dental care
- Extended health care
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Perth, ON K7H 2W6: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Do you have an understanding of

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