Administrative Coordinator

2 weeks ago

Toronto, Canada Providence Healthcare Full time

***

Provides reception, communication and administrative support services for the Nutrition &Food Services Department. Acts as the assistant to the Manager, Environmental, Patient Food and Transport Services.

**MAJOR RESPONSIBILITIES**
- Provides reception and communication services for the department, including channeling calls and relaying messages. Acts as the contact for “on call” staff, as well as dealing with inquiries from other departments, employees, residents and visitors;
- Handles all incoming and outgoing mail (internal and external) for the Manager, screens incoming paperwork;
- Types for the Manager, Environmental, Patient Food and Transport Services and Operation Leaders, Food Services - all internal and external correspondence, policies and procedures, menus, recipes, job descriptions, food order sheets, production sheets, forms, etc. Does all photocopying, as required;
- Sets up and maintains computer files, develops form designs;
- Types, distributes and files monthly narratives for each area;
- Organizes and maintains a filing system for the Manager;
- Maintains up-to-date staff telephone list and emergency telephone fan-out list;
- Records information and statistics related to personnel, tray counts, catering recoveries and vending machines revenue and forwards necessary statistics;
- Organizes and monitors the departmental circulation of journals and periodicals;
- Distributes/collects policies and procedures for manuals;
- Orders, receives, checks and signs for office supplies from stores and Grand and Toy;
- Responsible for setting up monthly Food Service Administration Schedules and entering into Meditech System;
- Acts as a resource person - apprises management staff regarding status of departmental activities;
- Responsible for the sale of special meals tickets and ensuring accurate information/funds given to Finance;
- Responsible for entering staff hours into Meditech payroll system;
- Attends Assistants’ Forum meetings and participates and/or takes minutes at ad hoc committee meetings, as requested.

**QUALIFICATIONS/SKILLS REQUIRED**:

- A Community College certificate in an Administrative field;
- Minimum of three (3) years’ related experience;
- Sound knowledge of administrative and clerical skills reflected in typing, letter and memo set-up, spelling and grammar, filing and general office organization;
- An appreciation of and ability to manage the cooperative aspect of working for a large management staff;
- Strong communication and interpersonal skills;
- Ability to organize and prioritize workload and meet deadlines;
- Strong computer skills;
- Familiarity with a healthcare setting and its terminology would be an asset;
- An understanding of and respect for confidentiality is essential;
- Good performance record;
- Very good attendance record.

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