Executive Assistant

5 days ago

Parry Sound, Canada Home and Community Care Support Services Full time

Home and Community Care Support Services North East offers a wide-range of quality healthcare services and resources to support people of all ages at home, school or in community. In addition to planning, delivering and coordinating care for thousands of people each day in Northeastern Ontario, we also manage eligibility and admissions to long-term care homes, short stay respite, assisted living, and adult day programs. We need caring, motivated people who are driven to help others and make difference in their community, to join our multidisciplinary team.

We have the following permanent, full-time position now available:
**Executive Assistant, Quality and Risk**

**Location: Any Home and Community Care Support Services North East Office**

**Job Posting #074-23**

Reporting to the Director, Quality and Risk, this position is responsible for providing administrative support to the Director and other Executives, depending on business needs.

**KEY ACCOUNTABILITIES**:

- Reviews, maintains and evaluates HCCSS NE policies, procedures and related documentation and is responsible for the administration of the organization’s Policy and Procedure Management (PPM) System;
- Ensures good document control processes are adhered to by management and staff in accordance with the PPM framework;
- Provides training and support to staff in using the electronic PPM System;
- Implements and facilitates PPM software upgrades as they become available while collaborating with Information Technology to problem-solve any issues;
- Maintains the Administrative On-Call process, which includes updating the on-call documents with each organizational change and educating new leadership to the process;
- Supports the Emergency Management messaging system that facilitates rapid and automated delivery of emergency text and phone notifications to staff by maintaining staff lists for the Voice Shot System through regular updates;
- Supports project work such as Accreditation, Audits and Contingency Planning;
- Manages calendar of designated Executives by scheduling meetings and making adjustments as necessary based on changing needs and priorities;
- Schedules meetings as assigned, including booking rooms, office equipment, and organizing materials and supplies;
- Records and transcribes minutes of meetings;
- Prepares reports, correspondences, presentations and a variety of other materials as assigned;
- Assists with the maintenance of portfolio policies and procedures, forms, departmental drive, and portal;
- Reviews incoming and outgoing correspondence and responds to letters and general correspondence of a routine nature and maintains physical, electronic, project and official files for the portfolio;
- Routinely handles confidential information relating the portfolio and the larger organizational environment;
- Liaises with other Executive Assistants as necessary to resolve administrative problems and ensure the smooth running of the portfolio.

**POSITION REQUIREMENTS**:

- Relevant experience providing administrative support, preferably to senior executives in a public sector environment;
- Knowledge and/or experience working with a Policy and Procedure Management (PPM) System would be considered an asset;
- Good knowledge of general office administrative processes and procedures;
- Advanced keyboarding skills and proven proficiency with a variety of software programs in the Microsoft Office Suite;
- Proven ability to compose business correspondence, minutes of meetings and reports that are concise, accurate and grammatically sound;
- Strong time management and organizational skills;
- Ability to work with mínimal supervision, using tact and discretion when necessary;
- Strong interpersonal, oral communication, and relationship management skills to effectively interact with internal staff at all levels and with a variety of external stakeholders;
- Good knowledge of continuous quality improvement and takes initiative to improve processes;
- Ability to handle sensitive and confidential information in a discreet and professional manner when discussing issues with other HCCSS NE staff or external parties;
- A keen attention to detail with excellent writing and proofreading skills;
- Ability to collaborate with other staff to resolve problems and suggest changes to current practices and procedures;
- Superior oral and written proficiency in English is required.

**North East Careers | Home and Community Care Support Services (healthcareathome.ca)**

**Please reference job posting #074-23 when applying.**

Home and Community Care Support Services has implemented a mandatory vaccination policy across the province that requires all staff to be fully vaccinated against COVID-19. Applicants being considered for employment will be required to provide proof of vaccination documentation confidentially to Human Resources upon hire. Any medical or human rights exemption requests will be reviewed and validated prior to an offer of employment.

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