Administrative Assistant

3 weeks ago

Toronto, Canada Ontario Health Full time

At Ontario Health, we are committed to developing a strong organizational culture that connects and inspires all team members across the province. Our vision is that together, we will be a leader in health and wellness for all. Our mission is to connect the health system to drive improved and equitable health outcomes, experiences and value. How we work together is reflected through our five values: integrity, inspiration, tenacity, humility and care.

Want to make a difference in your career? Consider this opportunity

The Administrative Assistant is responsible for providing administrative support and clerical duties to the Director and Planning Team members. As an integral member of the department, participates in ensuring positive and successful interactions with internal and external stakeholders. This includes the handling of highly confidential information. Must have the ability to work independently and take initiative to ensure time sensitive matters are dealt with in an efficient and professional manner by responding on behalf of the Director/Planners. Part of a support team providing administrative assistant to others as required.

Here is what you will be doing:
- Assists Director and team members in organizing schedules and managing calendars, scheduling meetings, drafting and finalizing agendas and meeting materials for distribution to meeting participants, compiling meeting materials, booking meeting rooms, scheduling OTN cameras, ensuring equipment for meetings is working properly, coordinating/ordering and submitting a purchase order requisition for catering if required, ensuring communication of any changes to meeting invites is circulated to participants in a timely manner- Scheduling both internal and external meetings and recording and transcribing meeting minutes when necessary-
- Maintains membership listings of standing committees, networks and working groups and ensure contact information is updated on a regular basis- Registers team members for conferences and make any travel arrangements necessary- Supports preparation of draft documents, reports and other correspondence, as required by the team. Including: creating, typing, formatting, proofreading and ensuring proper visual identity documents are used. Prepares final copy based on changes provided- Filing of all documentation for quick and easy retrieval via Share Point in the designated location- Manage data, report preparation, collating of information for specific projects and management teams- Submitting quarterly reports, annual reports and other correspondence to the MOHLTC on behalf of the Director/team members as required- Travel throughout the Erie St. Clair region as required- Provides administrative support to others as required- Other duties as assigned

Here is what you will need to be successful:
Education and Experience- Post-secondary diploma in Office Administration or recognized equivalent. Medical Office Administration or medical terminology is not required but would be an asset- Minimum two (2) years’ experience in an administrative role with an in-depth knowledge of administrative procedures, processes and standards

Knowledge and Skills- A good knowledge of Microsoft Office Suite including: Word, Excel, Outlook, PowerPoint, Share Point and the Inter/Intranet- Knowledge of the OH administrative practices, policies and procedures and a good understanding of OH business objectives and programs- Understanding of priorities and issues related to the healthcare sector- Knowledge of Ontario Telemedicine Network equipment and scheduling procedure- Ability to maintain confidentiality as per the OH agreement- Ability to work in a team environment as well as unsupervised- Effective oral and written communication skills, well organized, attention to detail, time management skills and the ability to meet tight deadlines, set priorities and multitask- Show the initiative to participate in special projects, as time allows, that may include support of Directors/Planners outside of the Program team. This may include reports, events, research, etc.- Ability to convey communications throughout the office effectively with all levels of management and with external stakeholders and the general public- Explain and instruct technical information to team members in a clear and concise manner- Explain/interpret information, collaborates and discusses problems with coworkers throughout the office- Sharing of pertinent information between departments in a professional manner
- Employment Type: Permanent Full-Time
- Hours of work: 37.5 hours
- Salary rate: $22.26/hr
- Manager’s name: Jennifer Mackey
- Internal Application Deadline Date: August 23, 2023

Note: As part of the initial recruitment screening process, Applicants must confirm that they are Fully Vaccinated against COVID-19. If Applicants are not Fully Vaccinated, they will be asked to identify any accommodation needs pursuant to a protected ground under the Code. If no

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