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; 7.5 hour day shifts; 0800 - 1600 (Hours subject to change based on operational requirements)Salary: $30.462 to $38.051Date Posted: December 1, 2025Internal Applicants Due By: December 8, 2025REF2598FHalton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting.We thank all those who apply but only those individuals selected for further consideration will be contacted.Halton Healthcare is committed to providing accommodations for applicants with disabilities.  In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.The Ontario Public Hospitals Act mandates that hospitals establish health surveillance programs for all individuals working within the hospital. This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment.  This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare.  Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.