Contracts and Mes Assistant

**Job Description**:
This position supports processes related to ordering of medical equipment and supplies in an efficient and cost effective manner. This position also provides administrative support to the Contracts Services Team. The Contracts and Medical Equipment/Supplies Assistant works effectively and collaboratively with management in a team setting

**KEY RESPONSIBILITIES**

Medical Equipment and Supplies:

- Assists with developing, updating, and maintaining all forms and catalogues related to medical equipment and supply ordering; adding and removing line items in CHRIS. Designing new forms as required.
- Creates non-catalogue codes for equipment and supplies.
- Communicates with vendors and service providers regarding product back-orders or substitutions.
- Provide support to staff and service providers regarding medical equipment and supplies processes; work collaboratively with Patient Services staff to resolve medical equipment and supply issues
- Investigate any billing adjustments unable to be resolved by SCD Team.
- Attend SCD Team Meetings to provide updates and answer questions regarding Medical Equipment and Supply ordering issues.
- Communicates to appropriate contacts regarding new or updated material, both internally to staff and externally to Service Providers.
- Responsible for tracking and monitoring the NSM-Owned equipment items.
- Conducts ad-hoc Medical Equipment and Supply ordering audits.
- Creates new non-client “Patients” in CHRIS for SPO Clinic and car kit ordering each year.

Contracts Assistant:

- Prepares for, attends and records minutes of meetings as requested, including the preparation and distribution of agendas, minutes and other meeting materials.
- Arranges meetings, conferences and training sessions, which may include booking and setting up facilities, equipment and services.
- Develops and drafts letters, memos or reports.
- Creates and maintains an efficient filing system to manage and monitor information in accordance with the needs of the department.
- Maintain electronic and paper files of all contracts, according to policy and ensuring organizational integrity.
- Provides administrative support to special projects and/or process changes.
- Posts and updates documents on Sharepoint.
- Maintains contracts Sharepoint site to ensure all documents posted are up-to-date.
- Maintains and updates Service Provider portal to ensure that information is current, relevant and easily accessible. Manages Service Provider portal access and provides in-service training for Service Providers on portal administration.
- Maintains storage and destruction of files in off-site storage and prepares boxes to be sent off site.
- Responds to enquiries in a timely manner, and refers to other team members as appropriate.

Patient Safety
- Supports patient safety culture by ensuring work completed recognizes the safety of the patient(s).

Risk Management
- Reports risks with causes, impacts or mitigations beyond scope of responsibility to management.
- Follows safe practices related to the security and privacy of information.

Health & Safety
- Adhere to the duties of workers, as stipulated in Section 28 of the _Occupational Health and Safety Act, _applicable occupational health and safety policies, procedures and protocol.
- Must adhere to all NSM LHIN administrative and applicable occupational health and safety policies, procedures and protocol.

Other
- Maintains a high level of confidentiality and professionalism at all times.
- Acts as a resource to clerical staff by sharing skills and knowledge with others as requested.
- Provides back-up coverage for members of the Contracts Team, Quality & Risk Team, or other clerical staff as needed.
- Other duties as required.

Education
- Completion of a post-secondary office administration/administrative assistant diploma or equivalent education/experience required.

Experience / Knowledge
- Minimum of Two (2) years of related experience.
- Experience in a health care environment is an asset.

Competencies
- Excellent interpersonal skills and demonstrated ability to facilitate effective working relationships with internal and external customers at all levels.
- Proficient in current versions of Windows and Microsoft Office; including: Word; Excel, PowerPoint, Viso and Outlook.
- Accurate keyboarding skills at a minimum of 45 wpm.
- Attention to detail, and ability to proof-read.
- Excellent oral and written communication skills with internal and external stakeholders which includes respecting and valuing others, active listening and facilitating healthy relationships.
- Demonstrated organization, record keeping, problem solving and decision making skills.
- Ability to work independently and as part of a team.
- Demonstrated commitment to continuous improvement principles and practices.
- Ability to organize multiple priorities in the presence of frequent interruptions and changing situations, meeting deadlines as assigned.
- Willingn