Administrative Assistant

6 months ago

Toronto, Canada West Park Healthcare Centre Full time

**Job Overview**:
To deliver advanced secretarial and administrative support to the Directors of Clinical Programs, Interprofessional Practice & Education.

**Responsibilities**:

- Facilitate administrative support for the Directors of Clinical Programs, Interprofessional Practice and Education. Responsibilities include the proficient development of PowerPoint presentations, intricate management of Excel spreadsheets, and meticulous handling of general correspondence.
- Comprehensive office management tasks, including filing, supply procurement, and general office duties, along with handling VISA reconciliations and expense reports; ensure precise scheduling and payroll management for teams within the portfolio; and contribute to policy review and posting for the designated portfolio. Registration and set up teleconferences, webcasts, webinars, and videoconferences
- Assist with content development for web pages (e.g. ethics, student placements, affiliations) and create online surveys as required
- Coordinate and support team, committee, and external stakeholder meetings as assigned, through room bookings, invitations, confirmations, minute taking and meeting package completion. This includes ensuring that all minutes and other materials are approved and saved as appropriate
- Collaborate closely with the Interprofessional Education Lead to offer comprehensive support and coordination for clinical placements, involving liaison with universities and colleges, communication with student preceptors, facilitation of the student placement process, assistance with affiliation agreements and required documentation, coordination of the student/instructor survey process, maintenance of databases and records, and the preparation of survey analysis and reports. Register clinical staff for educational conferences; tracking education expenses
- Support planning and coordination of recognition and education events (e.g. Nursing Week, Excellence in Clinical Education Celebration, Ethics Lunch and Learns).
- Be aware of conditions and measures that may affect the safety of patients, residents, students, employees, volunteers, physicians and visitors including:

- Compliance with the safety standards of the hospital and applicable legislation
- Identification and prevention of safety issues and problems
- Taking corrective action, where possible
- Attendance at safety meetings/training/updates in accordance with the Centre’s standards

**Key Qualifications**:

- Degree, diploma, or certificate from a post-secondary institution or vocational school in Administrative or Secretarial studies.
- Preferred Bachelor’s degree in a related field (e.g., Business/Health Administration or Project Management)
- Preferred advanced proficiency in MS Word, Outlook, Access, PowerPoint, excel and strong internet research skills.
- Preferred membership in the International Association of Administrative Professionals (IAAP)
- Minimum of 3 years' experience providing support to senior management
- Strong technical skills (e.g. setting up videoconferences, webcasts, webinars, teleconferences).
- Analysis and report writing skills coupled with excellent organizational skills.
- Exceptional communication (both written and verbal) and interpersonal skills.
- Good decision-making ability, good judgment, initiative and diplomacy.
- A proactive approach to problem solving and building positive working relationships and a strong team player
- Excellent time management and prioritization skills to manage multiple projects and concurrently and meet challenging deadlines.
- Multi-tasking strengths to respond to a variety of request for information and assistance, correspondence, reports, creating and maintaining files, monitoring supplies and aiding in improving the work flow within the department.
- Diplomacy, discretion, and confidentiality in dealing with concerns/issues affecting patients, staff, and medical staff by phone and in person, talking appropriate follow up action.
- Strong keyboarding skills (60 wpm).
- Experience in a fast-paced healthcare environment an asset

At West Park Healthcare Centre, we are committed to fostering an inclusive and accessible environment, an important part of living our brand. We are dedicated to building a workforce that reflects the diversity of the community.

**Join our team and help patients reclaim their lives at West Park Healthcare Centre

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