Admin Assistant Director Family Health Team

6 months ago

Toronto, Canada Unity Health Toronto Full time

**Administrative Assistant
- Primary & Community Care**

The primary role of an Administrative Assistant to the Senior Clinical Director is to provide business support functions, including administrative, clinical, organizational and secretarial support at the Senior Clinical Director level. This role requires daily communication both internally and externally to all of the FHT sites and clinics.The role also includes facilitating meeting schedules and committee work within the program. This role also provides support to the Board of Director of the SMH AFHT.

This role coordinates a monthly staff newsletter and supports updating of the SMH AFHT website in collaboration with other members of the team. The role ensures that any patient feedback is received in a timely manner and shared with the appropriate team member

**ACTIVITIES & DUTIES**
- Drafts, types and edits memorandums, letters, presentations, reports, minutes/agendas, and policies and procedures;
- Organizes, maintains and prioritizes schedule of the Director;
- Plans Board meetings, department meetings projects and conferences.
- Types agenda and minutes;
- Collects and reports statistical information;
- Performs other clerical duties such as filing, photocopying, faxing and mailings;
- Coordinatesquarterly performance reports for the portfolio;
- Acts as the front line contact for internal and external customers who would like to make contact with the Director and the Chair of the BoardTriages issues and acts to achieve solutions prior to Director and Board Chair involvement;
- Coordinate recruitment initiatives within the department;
- Prepares departmental payroll;
- Assists with the developmentand submission of annual reports
- Coordinates daily, weekly and monthly meetings for theDirector;
- Liaises with EVP/VPs and their Admin Assistants, Directors, medical staff and outside agencies/consultants, including Ontario Health and the Ontario Health team
- Organizes meetings, workshops and special events with internal and external stakeholders;
- Responds to, and facilitates resolutions, of urgent situations;
- Responsible for the dissemination of highly confidential correspondence and communications;
- Responsible for equipment issues for department;
- Provides additional support to all members within the department.
- Responsible for monitoring and ordering office supplies as needed
- ** RESPONSIBILITIES**

All staff are expected to carry out their assigned duties and responsibilities in a manner, which prioritizes patient and employee safety and confidentiality. Key accountabilities in this regard include:

- Strict compliance with patient/employee confidentiality practices and policies
- Strict compliance with patient/employee safety practices and standards.
- Appropriate identification, reporting and response to patient/employee confidentiality breaches in accordance with established policies and procedures
- Appropriate identification, reporting and response to patient/employee safety risks and incidents/events in accordance with established policies and procedures.

**QUALIFICATIONS**:

- College diploma in an administrative field oruniversity degree preferred
- Must have of medical terminology certificate
- A minimum 5 years administrative experience in a fast paced environment
- Time management; Independent decision making;- Working with multiple departments; differing in policies and procedures that are not always transparent;
- Effectively managing, reprioritizing and scheduling of Department Chief¿s complex day-to-day schedule and deadlines
- Excellent analytical, interpersonal and communication skills
- Proficiency in the use of computers with proven experience in data manipulation, interpretation and extraction of information
- Ability to prioritize and identify relevant support for the resolution issues in the day to day operations
- Industrious, organized, methodical worker with ability to use initiative, good judgment and pay attention to detail
- Strong customer service orientation with excellent interpersonal and communication skills to liaise with all levels of hospital staff as well as individuals from various community needs
- Ability to work well both independently and as part of a team
- Excellent attendance record

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