Administrative Support Specialist

2 weeks ago

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

The Administrative Assistant plays a vital role in supporting the Surgical & Thoracic Surgery Program at Southlake Regional Health Centre. This dynamic individual will provide high-quality administrative support to the Director/Managers/Physician Leaders, ensuring efficient day-to-day operations and up-to-date office support systems.

Key Responsibilities
  • Provide advanced administrative duties, including managing schedules, correspondence, and workflow.
  • Coordinate meetings, prepare high-quality concise minutes, and follow up on outstanding action items.
  • Assess and anticipate the needs of the Director/Managers/Physician Leaders, making independent decisions based on knowledge of current situations.
  • Work collaboratively with other Administrative Assistants and key stakeholders to prepare agendas, manage materials, and follow up on outstanding action items.
  • Must be able to multitask, prioritize, and manage own workflow to ensure quality and efficiency.
  • Proficient minute taker with an ability to prepare high-quality concise minutes.
  • Excellent written and verbal communication skills, with the ability to effectively manage a complexity of tasks simultaneously.
  • Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information.
  • Demonstrates initiative, high degree of accuracy, and ability to handle a complexity of tasks simultaneously.
  • Ability to identify administrative problems and make recommendations to solve them.
  • Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders.
  • Professional and customer service-oriented with an ability to work with individuals across all levels of the organization.
  • Ability to perform the essential duties of the job.
  • Proven attendance record as per the Attendance Support Policy #HA30 and Procedure #HA35.
  • Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
  • Effectively uses empathy in interactions with others.
  • Models behaviors consistent with Southlake's Core Commitments.
  • Commitment to providing an exceptional experience for staff and clients within a challenging and exciting healthcare environment.
Qualifications
  • Successful completion of a Medical Administrative Diploma or related discipline from a recognized Community College preferred.
  • 3-5 years of secretarial experience at a senior level or equivalent combination of education and experience.
  • Recent Healthcare/hospital experience preferred.

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