Administrative Assistant

4 weeks ago

Brampton, Canada William Osler Health System Full time

**Company Description**
One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of patient-inspired health care without boundaries.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today

The Administrative Assistant reports into the Clinical Services Manager, WSIB Specialty Clinics.

Accountabilities:

- Provide a range of administrative activities to support the WSIB clinic, which includes coordination of calendars, preparation of meeting materials, and file management
- Maintains an efficient filing system, as well as electronic data storage for records, documents and correspondence, including filing of confidential information
- Prepare and communicate meeting agendas and take meeting minutes
- Prepare standard forms and department templates
- Coordinate multi-party meetings with audio-visual equipment as required
- Develops and maintain paper and electronic filing systems, including filing of confidential information
- Tracks key performance indicators for the program in a timely manner (i.e. assessment/treatment conversion rates, surveys, etc.)
- Create promotional materials and plan events as required
- Investigate budgetary, payroll and financial issues, and prepare summary reports
- Reconciles billing/invoices for clinical services rendered at Osler under the partnership (this includes liaising with internal and external partners to ensure appropriate invoicing/billing sent and payments received)
- Enters and maintains payroll records as required (include sick and vacation requests)
- Schedule group or departmental training sessions
- Assist and respond to service enquiries from Osler staff, physicians and the public
- Participates in regular team meetings both with internal and external stakeholders
- Performs cross-functional and/or other duties consistent with the job classification as required

**Qualifications**
- One to three years of experience providing administrative support to a department or unit
- Possess college diploma/certificate in office administration or equivalent
- Advanced proficiency with Microsoft Office, the internet and electronic data management systems (experience with facilities data management systems an asset)
- Excellent oral and written communication skills and the ability to interact with staff, trades, physicians and external parties all levels, as a team player
- Exceptional organizational and time management skills within a fast-paced environment
- Demonstrates excellent attention to detail with the ability to multi-task and prioritize multiple activities in a fast-paced work environment
- Demonstrated diplomacy in working with others, employing a cooperative approach with a focus on customer service
- Creative problem-solving skills and ability to exercise good judgment without direction
- Enthusiastic about learning and adapting to changing responsibilities
- Demonstrated interest in advancing the effectiveness of the program
- Must be able to travel between all Osler sites
- Must demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration

**Additional Information**

LI-GG1 #TFT

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.

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