Administrative Assistant, Hmms

1 month ago

London, Canada St. Joseph's Health Care London Full time

Posting # 52411 - [ Non-Union ]

Administrative Assistant, HMMS

HMMS
Healthcare Materials Management - London, ON
Full Time

HMMS is a joint venture between St. Joseph's Health Care London and London Health Sciences Centre, that has been operating since 1997 providing consolidated functions of Sourcing, Contract Management, Purchasing, Accounts Payable, Logistics, Supply Chain Systems and Inventory Management for the London Hospitals and numerous healthcare organizations throughout Southwestern Ontario.

This role acts as the lead administrative support for performing the logistics for internal meetings, committee meetings, workgroups, new employee orientation at the hospital sites, including scheduling, preparation and distribution of materials, preparation of agendas, taking minutes and recording action items including follow-up for completion.

This role is also responsible for the creation and maintaining of the Master Schedule of union staff in accordance with the Collective Bargaining Agreement, maintaining the vacation calendar, overtime tracker, training matrix to support the operations, contacts staff to fill any vacancies due to absenteeism or as directed by leadership, maintains attendance tracking and timecoding entries for HMMS non-union and union staff, supports leaders in drafting attendance management packages and booking appointments for follow-up, supports Leadership by scheduling, documenting, and tracking staff completion of mandatory and operational staff programs (Performance Development, WHMIS, Fire Safety, Hand Hygiene etc.) and manages calendar of the assigned HMMS leadership to ensure their time is appropriately utilized and conflicts are mitigated.

In addition, this role provides operational support including, but not limited to, scanning of business documents into HMMS web-based document repository to support supply chain operations, updates communication boards, gathers data from multiple sources to build customized reports and presentations, and enters Purchase Requisitions into the system for leadership approval as required by operations (example office supplies, service calls, warehouse equipment etc).

**Essential Qualifications**
- Completion of College Diploma in Administrative studies required.
- Minimum of 3 years in an administrative support role.
- Excellent communication skills, both verbal and written, including excellent grammar, spelling, proofreading and composition skills
- Strong attention to detail and accuracy
- Excellent organizational skills to establish priorities and manage conflicting appointments, deadlines and responsibilities from various stakeholders in a high demand work environment
- Ability to investigate and resolve problems, dealing with multiple levels of internal staff and external stakeholders in a professional manner
- Ability to work independently and as a member of a team
- Demonstrated ability to recognize and deal with confidential and sensitive issues in a professional manner
- Proficient in electronic file management
- Intermediate computer skills, particularly MS Office Suite including PowerPoint, Word and Excel
- Experience taking accurate minutes at meetings and ensuring follow-up items are completed
- Experience working with Workbrain (preferred)
- Knowledge of a Safety Culture in a Health Care Setting in compliance with the Occupational Health & Safety Act (OHSA) (preferred)

**Preferred Qualifications**
- Proficiency in French would be an asset

**Immunization Requirements**
- Provide documentation you have received two doses of the Covid-19 vaccine (primary series, boosters and/or XBB) OR one dose of XBB vaccine at least 14 days prior to the start date
- Provide vaccination records or proof of immunity against measles, mumps, rubella and varicella (chicken pox)
- Provide documentation of the Tuberculosis skin testing

**Posting date**: January 23, 2024
**Submission deadline**: January 29, 2024

**Wade Baillie, Human Resources**
- Your interest in this opportunity is appreciated._
- Only those under consideration will be contacted._

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