Admin Assistant Chief Medicine Department Admin

1 week ago

Toronto, Canada Unity Health Toronto Full time

**The primary role of an Administrative Assistant to the**Physician In Chief**is to provide business support functions, including administrative, clinical, organizational and secretarial support at the**Physician In Chief**level. This role requires daily communication both internally and externally to St. Joseph's Health Centre. The role also includes facilitating meeting schedules and committee work within the program.**:
**Duties and Responsibilities**:
- Drafts, types and edits memorandums, letters, presentations, reports, minutes/agendas, and policies and procedures;- Organizes, maintains and prioritizes schedule of the Physician In Chief;- Plans meetings, projects and conferences. Types agenda and minutes;- Collects and reports statistical information;- Performs other clerical duties such as filing, photocopying, faxing and mailings;- Coordinates and compiles quarterly performance reports for the portfolio;- Acts as the front line contact for internal and external customers who would like to make contact with the Physician In Chief. Triages issues and acts to achieve solutions prior to Chief involvement;- May coordinate recruitment initiatives within the department;- Prepares departmental payroll;- Oversees accounts receivable and payable.- Develops and maintains paper and electronic filing systems, including filing of confidential information- Answers telephone, routes callers, takes messages, greets visitors- Coordinates daily, weekly and monthly meetings for the Physician In Chief;- Liaises with EVP/VPs and their Admin Assistants, Directors, medical staff and outside agencies/consultants, including the University of Toronto;- Organizes meetings, workshops and special events with internal and external stakeholders;- Responds to, and facilitates resolutions, of urgent situations;- Responsible for the dissemination of highly confidential correspondence and communications;- Responsible for equipment issues for department;- Provides additional support to all members within the department.- Develops presentations, briefing notes and memos for various internal and external audiences based on direction of the VP or other leaders within the portfolio.- Provides assistance during meetings or events i.e., completes registration, follows up routine technology, refreshments and other arrangements- Performs cross functional and other duties as assigned and/or requested

**Qualifications**:
- Graduate of a recognized Office Administration, or equivalent experience;- Must have medical terminology certificate;- Five (5) years’ administrative experience;Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.

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