Administrative Assistant: Clinical Bci Program

Join us in building a world of possibility Holland Bloorview Kids Rehabilitation Hospital is Canada’s largest pediatric rehabilitation hospital, and a top 40 Canadian research hospital. Serving over 8,500 families annually in both inpatient and outpatient programs and services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in three successive quality surveys by Accreditation Canada.

Holland Bloorview’s vision is to support the most meaningful and healthy futures for all children, youth and families. We are an academic hospital, fully affiliated with the University of Toronto. All clinical staff are expected to contribute to the academic agenda through one or more of the following activities: supervising students, teaching, academic service, scholarship and research.

Holland Bloorview has won numerous awards including Greater Toronto's Top Employers, Canada's Top Employers for Young People and Canada's Most Admired Corporate Cultures. We offer an inspiring, inclusive, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

General Overview

The Administrative Assistant provides a wide variety of administrative support to the Clinical BCI Program and Program leadership as well as to the various services under their purview. By partnering with those they support, this incumbent will act as an ambassador of the program or department that they support and Holland Bloorview.

**Please Note**: This is a 20 hour-per-week contract position with the contract ending March 31, 2026.

**Key Responsibilities**
- Manages calendars, plans and schedules appointments and meetings, Outlook calendaring expertise is a necessary skill-set
- Collects, organizes, summarizes, edits and prepares reports and correspondence
- Arranges meetings and conferences including; distribution of data (prepares agenda, distributes minutes etc.), booking rooms, refreshments, registration and travel arrangements
- Coordinates orientation and training for new staff including the completion of Computer/Telephone Access Forms and Personel Action Forms
- Provide administrative support for committees and projects as requested
- Supports the coordination of special events and/or conferences for the program
- Records and responds to/directs phone calls from clients, families and external services
- Reconciling corporate Visa accounts, preparing purchase orders and expense reports
- Registering participants for conferences and arranging travel
- Enters Team payroll in Meditech
- Maintains office files, manuals and supplies
- Participates in quality improvement initiatives, supports the maintenance of a safe and healthy work environment and advances a culture of client/patient safety through work and daily practices
- Other duties as assigned

**Qualifications**
- Graduate of a college program or equivalent
- Minimum of 3 years administrative experience preferably in a health care setting
- Exceptional customer service skills with a demonstrated ability to communicate effectively with clients, families, volunteers, visitors and staff
- Proactive with project coordination skills
- Strong organizational skills
- High level of attention to detail and superior problem solving skills
- Works collaboratively within a team environment
- Meditech expertise an asset
- Knowledge of staff scheduling issues and payroll functionality
- Significantly skilled with MS 365 Office Products: Excel, Word Power Point, Teams and Outlook able to:

- Support meeting coordination virtually with MS Teams
- Create Word documents with knowledge of formatting and layouts
- Document process flows
- Generate Excel spreadsheets
- Produce PowerPoint presentations
- Use enhanced MS Outlook calendar management options
- Ability to use and trouble-shoot with audiovisual equipment when supporting an onsite meeting