Administrative Assistant #012-25

**Administrative Assistant**

**COMPETITION #**: #012-25

**DATE POSTED**: February 12, 2025

**DATE CLOSED**: February 25, 2025

**CATEGORY**: Regular Full-Time / Permanent

**DEPARTMENT**: Patient Services

**REPORTS TO**: Manager, Patient Services

**OFFICE LOCATION**: Kirkland Lake or Haileybury

**HOURS OF WORK**: 37.5 hours per week/1950 annual

**SALARY: OHaH Non-Union Band 2 - $49,503.41 - $59,110.65**

**CARE AND BE CARED FOR - THIS IS YOUR HOME**

Are you an individual with office administrative experience seeking a rewarding career that cares for others, in a professional practice that cares for you? You are looking in the right place.

Reporting to the Manager, Patient Services, the Administrative Assistant is responsible for providing administrative support to the Director and/or assigned Manager(s), depending on Ontario Health atHome requirements.

If so, take a look at this rewarding career opportunity working alongside a supportive and collaborative team of over 8,000 regulated health care and other professionals.

As a valued team member, your mission will be to help our patients be healthier at home, while you benefit from our supports for professional growth, personal wellness, and work-life balance.

What do we offer?
**We know wellness is supported with work-life balance.**In an inclusive culture committed to support your passion for continuous learning, growth, and innovation, we offer:

- Attractive comprehensive compensation packages and benefits
- Valuable development opportunities
- Membership in a world class defined benefit pension plan

What will you do?
- Manage calendar of designated director and/or manager(s) by scheduling meetings and making adjustments as necessary based on changing needs and priorities;
- Book boardrooms, office equipment, catering service as needed and organizes materials and supplies for meetings and conferences;
- Maintain and distribute agenda and minutes of assigned meetings;
- Record and transcribe minutes of meetings;
- Receive, review, and prioritize incoming mail, referring materials to business units for action as appropriate and following up on outstanding items;
- Identify and discuss non-routine items with director and/or manager(s) to discuss action required and relay instructions to appropriate area;
- Prepare reports, correspondences, presentations and a variety of other materials as assigned;
- Identify contentious issues which arise, ensuring director and/or manager is informed;
- Produce, from rough notes or instructions, a variety of materials including presentations, reports, minutes of meetings, invitations, and correspondence;
- Gather background information to respond to enquiries from internal and external sources including clients;
- Make travel and accommodation arrangements and prepares travel expense claims;
- Receive visitors and phone calls from a variety of internal and external sources, handling routine matters on own initiative and referring others to manager or appropriate business area;
- Establish and maintain appropriate departmental files;
- Liaise with other Administrative Assistants, Program Assistants, and Executive Assistants as necessary to resolve administrative problems and ensure the smooth running of the department;
- Facilitate the orientation of new staff and ensure they have necessary supplies and equipment.

What must you have?
- Previous administrative experience in an office environment, preferably providing support at a management level;
- Strong knowledge and ability to compose business correspondence, minutes of meetings and reports that are concise, accurate, and grammatically sound;
- Ability to manage calendars by scheduling meetings and making adjustments as necessary based on changing needs and priorities;
- Advanced keyboarding skills and proven proficiency with a variety of software programs in the Microsoft Office Suite, including Microsoft Teams, Outlook, Word and Excel;
- Some skills and abilities with various office equipment (i.e. copiers, teleconferencing equipment) and software such as Live Meeting, Visio, videoconferencing, Adobe, DocuSign;
- Good understanding of general office administrative processes and procedures;
- Knowledge of manual and electronic filing systems;
- Ability to manage time and organize work efficiently;
- Ability to participate as an effective team member and to support departmental and organizational goals and objectives;
- Considerable interpersonal skills are required when interacting with staff, patients, service providers, and visitors;
- Ability to handle sensitive and confidential information in a discreet and professional manner;
- Excellent telephone customer service skills;
- A valid driver’s license and access to a vehicle, as occasional travel between the Kirkland Lake and Haileybury office will be required.
- Advanced oral and written proficiency in English is essential.

What would give you the edge?
- A college diploma in business and/or office adm