Administrative Support 11

1 month ago

Hamilton, Canada St. Joseph's Healthcare Hamilton Full time

**Administrative Support 11**:
**Position Details**:
**Department**: Essc - Emerg Serv. Steer. Comt
**Employee Type**: Regular, Full Time
**If Temporary, Number of Weeks**:
**Union**: CUPE
**Openings Remaining**: 1

**Schedule**:
**Work Days**: Monday to Friday
**Time of Day**: Days
**Shift**: 7.5 hour
**This position may be scheduled at any of the following sites**: Charlton Campus (Hamilton Downtown)

**Application Dates**:
**Opening Date**: 06/06/23
**Closing Date**: 13/06/23 Applications must be received online by 12:00 midnight on the Closing Date

**Position Description**:
***
This position provides administrative support to the Clinical Director. It supports a diverse range of activities. It serves as a liaison with other departmental, program Directors & Managers, hospital staff, physicians and outside agencies, and ensures that all administrative functions at this senior level are coordinated with efficiency, professionalism and confidentiality

**QUALIFICATIONS**:

- Grade 12 diploma, plus completion of a 2-year College Diploma in Medical Office Administration from an accredited school
- Medical Terminology certificate
- Certificates of completion for ongoing computer training
- Minimum 5 years' experience supporting senior administrative functions, preferably within a healthcare setting
- Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect
- Advanced typing speed of 55wpm and excellent transcription skills
- Ability to communicate effectively and tactfully, both in person and by telephone
- Maintain excellent interpersonal relationships while handling multiple tasks, conflicting priorities and frequent interruptions
- Superior oral and written communication skills with demonstrated grammatical aptitude, good spelling and punctuation
- Good organizational and problem-solving skills, with ability to set own priorities and work with mínimal supervision

**RESPONSIBILITIES**:

- Provides administrative support to the Clinical Director (e.g., controls calendar, coordinates schedule, ensures that all relevant material is available according to the Director's schedule
- Coordinates meetings: contacts and confirms participants, arranges meeting rooms, set-ups audio/visual equipment, compiles and sends out agendas, takes minutes, follows-up on action items as directed
- Establishes and maintains files, filing correspondence, copies of contracts, other documentation & MyCollaboration sites
- Provides coverage for other Administrative Support Staff
- Provides secretarial support to the all relevant committees & subcommittees as required by the Clinical Director
- Completion and follow-up for Human Resources, Finance, Printing, Information Services, and Telecom Requisitions and submission of purchasing requests
- Provides logístical support to the Clinical Director for conferences, seminars, and other educational sessions; registration, coordinating flight, room and transportation
- Answers phone and redirects calls as necessary
- Follows-up on budget issues as directed
- Maintains intranet and internet website
- Coordinates travel/expense reimbursements for the Director and delegates
- Develops and maintains various spreadsheets for indicator monitoring and reporting
- Develops PowerPoint presentations as directed
- Maintains effective communication throughout the organization with community partners
- Prepares and maintains a variety of documents, correspondence, reports, presentations and related materials from handwritten or electronically produced drafts; reviews and proofs documents and forms for accuracy and completeness
- Collects and compiles statistical and financial data and other information for inclusion into special and periodic reports to support the ESSC Co-chairs and interim regional ED physician lead
- Acts as the contact for ESSC Co-chairs and interim regional ED physician lead for ESSC activities
- Maintains the Emergency Department Dashboard on a weekly basis
- Prepares multiple graphs, charts and other statistical material as required
- Provides ad hoc support as required
- Monitors ESSC budget
- Prepare quarterly financial reports
- Manage daily expenditures and expenditures of ESSC projects
- Communication with various stakeholders, which requires a high level of professionalism, judgement and ability to prioritize. This position will have contact with a range of stakeholders on behalf of the ESSC Co-chairs and interim regional ED physician lead.
- Experience in synthesizing discussions into action items, including draft minutes and following up on action items
- Undertakes projects as required
- Other duties as assigned

**HOURS OF WORK**:
Monday to Friday; days

**WAGE RATE**:
$27.11...$28.30...$29.49

**PLEASE NOTE**:
Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.

**_ St. Joe’s fosters an environment where we celeb

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