Administrative Assistant

2 days ago

Newmarket, Ontario, Canada Southlake Regional Health Centre Full time
Job Summary

The Administrative Assistant provides high-quality administrative support to the Director of Medical Administration and Academic Affairs, Department Chiefs, and Physician Leaders. This includes ensuring efficient day-to-day support by providing administrative support while ensuring up-to-date office support systems are in place and workflow, schedules, and correspondence are managed effectively.

Primary Responsibilities
  • Greets and guides members of the medical staff, hospital staff, and the public seeking services from Medical Administration
  • Provides a connection between the medical staff and the hospital to optimize their satisfaction and experience in the hospital practice environment
  • Assesses and anticipates the needs of the Director/Managers/Physician Leaders and be comfortable with making independent decisions based on knowledge of current situations
  • Prepare agendas, managing communications and materials, and following-up on outstanding action items
  • Coordinate meetings and prepare high-quality concise minutes
  • Coordinates activities with Chiefs/Physician Leader external office involved in the physicians' practice
  • Manages and maintains the Director, Chiefs, and Physician Leader administrative schedules
  • Assists Director with Physician Leadership Orientation
  • Assists Director with development of Academic Affairs
  • Support the organization, activity, and educational development of the medical staff
  • Maintains electronic physician database (CMARS)
  • Assists with annual reappointment process
  • Special projects as required
Qualifications
  • Successful completion of a Medical Administration diploma or related discipline from a recognized Community College
  • 3-5 years of recent secretarial or assistant experience at a senior level or equivalent combination of education and experience
  • Demonstrated proficiency with MS Office Excel, Word, PowerPoint, Outlook, Adobe, database applications
  • Proficient minute taker with an ability to prepare high-quality concise minutes
  • Excellent communication (oral, written, and telephone) and interpersonal skills with a well-developed customer service focus: dealing effectively with internal customers
  • Proven effective organizational abilities, using self-direction and sound judgment to prioritize workload and to coordinate multiple and competing demands and deadlines
  • Proven ability in handling sensitive and confidential issues and information in a professional manner
  • Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders
  • Demonstrated individual leadership skills
  • Proven attendance record as per the Attendance Support Policy #HA30 and Procedure #HA35
  • Recent hospital administrative experience preferred

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