Admin Assistant

2 weeks ago

Toronto, Canada St. Joseph's Health Centre Full time

***

Provides reception, communication and administrative support services for the Plant & Maintenance Services Department. Acts as the assistant to the Manager, Plant & Maintenance Services.

**MAJOR RESPONSIBILITIES**
- Provides reception and communication services for the department, including channeling calls and relaying messages. Acts as the contact for dealing with inquiries from other departments, employees, contractors, residents and visitors;
- Handles access control requests for processes key requests, badges and electronic key system for contractors;
- Scans TMS work orders to the Call Centre weekly;
- Handles all incoming and outgoing mail (internal and external) for the Manager, screens incoming paperwork;
- Types for the Manager, Plant & Maintenance Services - internal and external correspondence, policies and procedures, job descriptions, production sheets, forms, etc. Does all photocopying, faxing, and mailings 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;
- Payroll entry, Prepares six week staff schedule and manages changes within the terms of the Collective Agreement;
- Maintains the time management systems;
- Maintains a Departmental virtual vacation, sick and overtime logs for the management team;
- Maintains up-to-date staff telephone list and emergency telephone fan-out list;
- Ensures all contractor complete safety documents and is the point of contact for check-in of all contractors;
- Distributes/collects/updates policies and procedures for manuals;
- Design and develop visual identity elements for various projects;
- Orders, receives, checks and signs for office supplies and equipment from stores and Grand and Toy;
- Accepts received invoices from internal and external suppliers and Finance Accounts Payable, organizes paperwork for final approval by the department head;
- Responsible for setting up monthly Building Services Schedules, the weekend and after hours on call schedule;
- Acts as a resource person - apprises management staff regarding status of departmental activities;
- Responsible for setting up payroll system for new hires and entering staff hours into the payroll system;
- Responsible for creating SARF (System Access Request Form) for IT and Building Services;
- Arranges account set-up and paperwork for onboarding of new managers and operations leaders;
- Arranges meetings and room bookings for managers and operations leaders;
- Record, prepare and distribute minutes for departmental weekly and monthly meetings;
- Schedule weekly Manager/Team Leaders meeting;
- Collect and organize all meeting documentation (i.e. agenda / information handouts);
- Prepare sign-in sheets for all meetings;
- Follow-up on action items from meetings;
- Order catering/refreshments**;**:

- Event planning, e**.**g AV equipment, room set up, supplies etc.;
- Book travel and accommodation for staff and/or visitors;
- Assist with running the event;
- Book speakers/entertainment as applicable;
- Completes other duties and special projects as assigned;

**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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