Administrative Assistant

**General Posting Information**

**POSITION**:

- Administrative Assistant**DEPARTMENT**:

- Planning, Facilities, and Support Services**CONDITIONS**:

- Full-time**HOURS**:

- Approximately 75.0 Bi-weekly Hours**SHIFTS**:

- Days- 7.5 Hours per shift-
**WAGE RANGE**:

- Scale Minimum Maximum- NONU $26.41/hr $31.66/hr**RESPONSIBILITIES**:

- Provide administrative support services to the Director of Support Services & Procurement along with the Director of Planning, Facilities, Emergency Management, Call Centre, Protection Services & Parking
- Coordinate, schedule and attend meetings as required, including recording, transcription, distribution of minutes, preparation and distribution of meeting packages and agendas
- Plan and arrange travel for external meetings, training and conferences, book registration, and process expense claims
- Liaise with internal and external clients with regards to information requests, maintain good communications with internal and external clients; develop and maintain excellent working relationships with external healthcare partners
- Liaise with staff, physicians, senior management and general public to obtain or to communicate relevant information
- Establish departmental administrative standards and processes in response to changing demands
- Audit and organize historical records
- Provide support and coordination to the Project Team including but not limited to Directors, their broader Team, and delegates.
- Track employee attendance and maintain up-to-date records
- Compile all departmental statistics for personnel and payroll record management
- Maintain up-to-date information resources, including but not limited to contract administration records, manuals submissions, approvals and general filing systems
- Ensure the practice of effective communication both internally and with external clients using communication tools and materials and responding to all inquiries
- Perform information research, prepare correspondence and documents, coordinate complex meetings, managing a heavy calendar involving multiple internal and external meetings and appointments, provide support to both internal and external committees.
- Support functional program Project Teams by amalgamating comments and responses, gathered internally and externally
- Maintain office supplies and equipment
- Demonstrate QCH values: accountability, respect and innovation

**TECHNICAL RESPONSIBILITIES**:

- Work with the Director of Planning and Facilities to prepare and compile electronic project files including:

- The five stages of a submission (proposal, functional program, preliminary design development, contract document development and implementation) to ensure compliant MoH submissions for capital projects
- External financial reports in a manner requested by MoH tracking detailing capital project expenses against budget and tracking funding sources
- Capital project reports for external audit and assist in the preparation of the MoH final submission upon project completion
- Track detailed capital project expenses against budget and funding sources
- Coordinate with Finance Services to reconcile the capital redevelopment project accounting in the General Ledger, ensure timely processing of payments and accuracy of cost allocation and reporting
- Assist in the preparation of the quarterly and annual reporting on capital redevelopment projects to the MoH
- Maintain all capital redevelopment project relevant documentation for annual external audit
- Maintain a Bring Forward (BF) system for tracking of financial invoices, including periodic reporting and expediting
- Track and maintain capital structures for redevelopment projects for both Ministry and owned
- funds
- Review budget monthly for discrepancies related to office expenses; bring any noted discrepancies to the attention of the Director of Planning
- Support recalls for Hospital equipment
- Assist with database item information builds/maintenance supporting asset tracking and preventive maintenance for medical equipment

**REQUIREMENTS**:

- An Office Administration or Business Administration certificate/diploma from a recognized college/university with 2 years of experience or the equivalent of a minimum of five (5) years experience at a senior administrative level
- Advanced proficiency of computer programs such as Microsoft Office Word, Excel, Outlook, PowerPoint, Access and Microsoft Project
- Demonstrated ability to uphold the QCH Values and C.A.R.E (Communication, Accountability, Respect, Engagement) Standards
- Excellent interpersonal, communications (both oral and written) and organizational skills are required, as well as the ability to exercise good judgment, show initiative and be proactive

**PREFERRED**:

- Work experience within a Healthcare Environment.
- Working knowledge of the Hospital’s departmental policies/regulations as well as other bodies such as the Ministry of Health, Ontario Hospital Association, and other government