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Administrative Assistant

2 weeks ago

Etobicoke, Canada William Osler Health System Full time

Company Description

One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of patient-inspired health care without boundaries.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today

**Job Description**:
This role provides day-to-day administrative support to the Facilities and Engineering Department at Etobicoke General Hospital (EGH - Existing Building) which includes - Manager, Supervisor, CMMS Coordinator, Project Manager and Operations Staff. This role performs a variety of administrative duties that require comprehensive knowledge of the department, use and/or access to confidential information; and coordinating a range of administrative activities to support the Engineering Department

Accountabilities:

- Maintains an efficient filing system, as well as electronic data storage for records, documents and correspondence, including filing of confidential information and other Operational and Projects documents.
- Assist in answering Department’s in-coming calls, routes callers, takes messages, and greets visitors and contractors
- Responds to routine inquiries, requests and provide needed information
- Coordinates multi-party meetings with audio-visual equipment, as required
- Scanning, photocopying and faxing time-sensitive documents
- Processes and delivers incoming mail, overnight packages and interoffice mail and distributes to other appropriate departments
- Finance/Purchasing
- Processes billings, and other expense, claims or check requests
- Process purchase requisitions
- Issue PO# to vendors
- Manage vendor files/PO’s
- Work with Accounts Payable to ensure all paperwork is complete to ensure smooth invoice payments
- Complete procurement card expenses and sends monthly report to Accounts Payable
- Processes timekeeping records for payroll purposes
- Every two weeks submit payroll
- Provides assistance during Department’s training sessions, meetings or external events
- Scheduling
- Maintains, updates and posts schedule for the Maintenance employees per Collective Bargaining Agreement’s stipulation and clauses
- Assist in coordinating planned and emergency shutdowns and maintenance repair work
- Maintenance Work Requests/Miscellaneous Duties
- Assist CMMS Coordinator towards completions of all emergency work requests
- Assign keys/badges to contractors on site
- Assist and process orders and maintains inventory of department supplies as needed

**Qualifications**:

- 1 - 3 years’ experience in roles that provide administrative support with proven track record in supporting senior leaders with multiple, competing priorities
- College Diploma/Certificate in Office Administration is preferred
- Advanced proficiency with office software, specifically Microsoft Office, the Internet and electronic data management systems
- Excellent oral and written communication skills and the ability to interact with all levels of employees as a team player
- Exceptional organizational and time management skills within a fast-paced environment
- Demonstrated ability to maintain a fast work pace, while managing multiple priorities with strict deadlines while maintaining a positive attitude
- Demonstrated diplomacy in dealings with others even when responding to tight deadlines
- Enthusiastic about learning and adapting to changing responsibilities
- Demonstrated interest in learning the objectives of the department in order to add value to the operations
- Must demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration
- Must be able to travel between all sites

Additional Information

Currently Days, 4 hours, Monday to Friday and or a total of 40 hours biweekly

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While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used