Administrative Assistant

Job DescriptionProvide comprehensive administrative support to the Director, Managers, and Professional Practice Clinicians.Organize and coordinate daily / monthly priorities and activities within the Professional Practice, including scheduling meetings, managing walk-in and phone inquiries and managing calendars (as required).Monitor and prioritize incoming correspondence, inquiries, and requests, ensuring timely response or redirection.Develop meeting materials and agendas, attend meetings, take minutes and assist with updating action items for upcoming meetings. Provide general department support to the of Professional Practice teams.Support data collection, database management and reporting.Assist in preparation of communications, briefing notes and Power Point presentationsMaintain and process time sheets/attendance and entering payrollCoordinate and support quality improvement initiatives hospital wide.Support monthly interprofessional orientation with scheduling of presenters and new hire package preparationSupport the preparation, formatting, and editing of professional practice documents (policies, procedures, presentations, reports).Assist in the creation of briefing notes, reports, and resource materials for committees and leadership.Support project coordination by monitoring timelines, maintaining project trackers, and following up on deliverables.Support affiliation agreement approval process. Maintain records and monitor for upcoming affiliation agreement requirements.Support Director, Professional Practice & CPIO in regulatory reporting requirements.Other duties as assignedCoordinate registration for workshops and courses as requiredManage the Connections sites for the Office of Professional PracticeCoordinate the Donor Designated Funds tuition reimbursement program quarterly submissionCoordination and distribution of Student badgesAdministrative support for the Clinical Student programTrack professional development activity for ministry reportingProvide support for clinical staff recognition activitiesReport regular expense reports and credit card purchasing logsMaintain and Order office equipment and suppliesQualificationsHalton Healthcare endeavors to hire individuals who exemplify our mission, vision and values of accountability, respect and compassion which guide our individual behaviours and attitudes.Office administration diploma from a recognized college or equivalent experience requiredMinimum of 3 years of experience as an Administrative Assistant in a fast paced and deadline-driven environment requiredExperience working in an administrative capacity in a hospital setting preferredAdvanced technical skills in Microsoft Office applications including Outlook, Word, Excel, PowerPoint requiredExtensive experience coordinating meetings, taking minutes, and preparing agendas preferred.Demonstrates ability to effectively prioritize and organize multiple projects with strict deadlinesDemonstrated tact, diplomacy and confidentialityExceptional customer service skillsSuperior interpersonal and communication skills both oral and written combined with a customer-focused approach and ability to handle requests in a professional, diplomatic, confidential and tactful manner.Self-directed and able to work effectively with minimal supervisionDemonstrated commitment to ongoing learning and able to learn new tasks quicklyAble to meet the physical demands of the position which requires frequent sitting, standing, bending and reachingSatisfactory employment and attendance record requireAdditional InformationStatus: Permanent Full-timeHours: Monday to Friday; hour day shifts; 0800 - 1600 (Hours subject to change based on operational requirements)Salary: $ to $Date Posted: December 1, 2025Internal Applicants Due By: December 8, 2025REF2598F