Administrative Assistant

3 weeks ago

Kingston, Canada Kingston Health Sciences Centre Full time

**Title**:
**Administrative Assistant
- Regional Renal Services and Palliative Care Program**
***

**Hours of Work**:Full-Time Position; Days

**Department**: Renal and Palliative Care

**Salary**: Class 02 $48,721.91 - $58,466.49 per annum

**Union**:Non-Union

**Location**: Kingston General Hospital Site

***:
The Administrative Assistant reports directly to the Program Operational Director - Renal Services and Palliative Care at KHSC/Regional Renal Program Director. The incumbent will support the leadership teams in renal services and palliative care at KHSC as well as provide regional program administrative support to ensure regional coordination of care. The Regional Renal Program (RRP) is one of 27 RRPs under Ontario Health’s - Ontario Renal Network (ORN).

The Administrative Assistant is a key contact and liaison between Ontario Health (OH) - ORN and the Regional Renal Program, its satellites and key partners. The incumbent will provide regional administrative support for planning and service delivery, capital, capacity, equipment, and emergency planning for renal services in South East.

This role is heavily focused on reporting - development, implementation, co-ordination, distribution, follow-up, and providing updates as well as review and editing of information provided prior to submission to OH-ORN. The Administrative Assistant provides support and advice to the team to achieve strict deadlines and arranges complex scheduling requests in a timely manner.

This role is responsible for supporting regional internal and external stakeholders to ensure their reporting compliance and making recommendations as required. In addition, this position is the main point of contact for all regional inquiries regarding the Renal Program and OH-ORN initiatives. This role maintains comprehensive, detailed files regarding all funding agreements and responsible for distribution and analysis of same; providing input, comparison analysis and suggestions to the POD/Regional Director while maintaining confidentiality and dealing with sensitive issues.

The incumbent will also provide administrative support for palliative care quality improvement initiatives within KHSC, the development of the model of palliative care within the acute care setting, and communication of the strategy.

The employee is accountable for contributing to the delivery of the Kingston Health Science Centre (KHSC) strategy, mission, vision, and values. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centred engagement and care in all we do.

The Administrative Assistant adheres to worker responsibilities as set out in the Occupational Health & Safety Act, hospital safety policies, and department/unit established procedures at all times; understands and is familiar with all pertinent KHSC policies and procedures including those relating to workplace conduct; complies with the KHSC Commitment to uphold the Workplace conduct and Reporting of Inappropriate Conduct policy; and behaves in a manner that is consistent with the guiding principles and expectations.

**PRIMARY RESPONSIBILITIES & DUTIES**:

- Facilitate complex and extensive reporting and scheduling for OH-ORN on behalf of the Regional Renal Program. Information management, distribution, monitor, follow up and analysis of same. Support implementation of initiatives and requirements from ORN at a regional level.
- Provide support to senior management and associated Renal Program Managers through calendar management, travel and expense reporting, meeting preparation and attendance, file management, trouble shooting, hiring support, collaboration on projects.
- Organize and collaborate with management, leads and physicians to assist in special projects, events, retreats, quality initiatives and targeted events.
- Preparation of agendas minutes, power point presentations and reports as needed
- Utilize different information technology and virtual platforms as required
- Support standard operating procedure changes; maintain policy and procedure manuals and files
- Maintain inventory of office supplies, materials and minor equipment and monitor associated budgets; supports purchasing of equipment.
- Prepare and process agreements, contracts, invoices, and requisition forms. Screening, sorting, and redirecting of mail, document and records management
- Manage calendar activities including booking meetings and arranging catering event planning

**BASIC QUALIFICATIONS**
- Three-year Business or Office Administration diploma from a community college required.
- Three to five years of relevant progressive administrative experience in a health care environment
- Videoconference/virtual technology experience preferred
- Ability to supervise, organize, multi-task and work under pressure, with mínimal or no supervision, in a high-pressure environment.
- Good judgement, assessment and problem-solving skills required to han

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