Admin Assistant

6 months ago

Toronto, Canada Unity Health Toronto Full time

Reporting to the Patient Care Manager (PCM) of the Renal Program, the Administrative Assistant will provide administrative support for the Regional Renal Program portfolio. In this role, the Administrative Assistant will be an integral part of the Team, working directly with the PCM, and Unit Leadership Team including program educators ensuring optimal departmental operations, and progression towards departmental goals.

**DUTIES & RESPONSIBILITIES**:- Takes and transcribes minutes and follows up with required parties, as required to ensure minutes are an accurate reflection of meeting(s);- Types/prepares draft documents for review, including legal agreements, presentations, abstracts, key performance indicators and other documents, in a timely manner;-
- Collects, complies, updates and provides basic statistical and/or financial information and other data to generate and prepare reports and other documentation, ensuring monthly reporting deadlines are met and all required reports are completed;- Develops and produces regular and ad hoc reports and documentation, as requested- Liaises with internal and/or external parties to send out invitations for individual and/or committee meetings, advising of meeting time and date, to determine availability/confirm attendance, in a timely manner;- Books appropriate meeting/conference rooms to accommodate all participants;- Notifies parties of meeting time and location, in a timely manner;- Prepares and distributes meeting agenda items to participants, on a timely basis;- Makes arrangements for catering, audiovisual and other equipment/material (e.g., flip chart, etc.), ensuring equipment is set up in a timely manner for meetings and follows up with parties to ensure the meeting runs smoothly;- Follows up on the implementation of meeting decisions, as requested- Manages, organizes and maintains the calendar/schedule for designated manager(s) and department team members as required; and updates calendar with meeting/appointment information in a timely manner;- Exercises some judgment to reschedule appointments, as required based on the manager(s) changing priorities, notifying parties of changes, in a timely manner;- Utilizes knowledge of the manager(s) activity to manipulate/update the manager(s) schedule/calendar, ensuring the manager(s) is kept aware of changes, in a timely manner;- Prepares monthly financial reports, within the scope of authority;- Prepares requisitions to order supplies, as requested by department team members;- Prepares expenses and verifies billing reports for manager approval;- Completes appropriate requisition for cheque requests;- Coordinates and compiles quarterly performance reports, ensuring objectives are updated

**QUALIFICATIONS**:
- Completion of a recognized Secretarial Arts/Administrative Assistant diploma program is required; a medical administration diploma/certificate or equivalent will be considered an asset.- Two (2) years practical and related experience working in a fast-paced environment required;- Excellent verbal and written communication skills required;- Excellent interpersonal and customer service skills required;- Excellent organizational and time management skills required;- Excellent problem identification and problem-solving skills required;-
- Strong knowledge of departmental practices, procedures and standards required;- Ability to work independently and prioritize workload in a fast-paced environment required;- Ability to work discretely with and protect confidential information required;- Ability to use good judgment in assessing difficult situations required;- Ability to produce high-quality work in accordance with Hospital standards required.- Demonstrated ability to problem solve and multi-task in a busy environment- Demonstrated ability to work cooperatively in a team environment- Knowledge of medical terminology would be a definite asset- Must have excellent attendance/punctuality record

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