Administrative Assistant

**Company Biography**

Orillia Soldiers’ Memorial Hospital (OSMH) is located in the City of Orillia - a beautiful community nestled along the shores of Lake Simcoe and Lake Couchiching. Orillia offers an environment where a health work/life balance is easy to achieve as exceptional urban amenities, natural resources, points of interest, and recreational opportunities abound.

People have always been OSMH’s greatest strength. Our committed team has helped our community for over a century. We offer an environment where each individual works interdependently towards common goals: we value _Trust, Courage and Teamwork_. We are an organization where individuals’ contributions are valued and there are many opportunities for personal growth and development.

**Position Summary**

The Administrative Assistant is responsible to provide administrative support to the Manager/Director of Facilities Management. Responsibilities will also include the coordination and facilitation of the efficient and confidential management of office procedures in Facilities Management and maintaining a system of record keeping.

PRIMARY RESPONSIBILITIES:

- Maintaining a computerized maintenance management system to coordinate reactive maintenance for hospital wide use.
- Ensuring computer maintenance data is correct and updated.
- Generating reactive work orders for Facilities Management staff through the computer maintenance software (corrective and preventative). Posting work orders on electronically.
- Conduct audits on the AMMS system as requested by the Manager.
- Responsible for taking minutes and gathering data for the Manager and Director as needed.
- Conferring with the Manager daily to assign Facilities Management staff to required work responsibilities.
- Assist with creating timelines for work orders, projects and daily activities with the Manager of the Facilities Management Department
- Works directly with the Manager to ensure that daily operations run efficiently.
- Issuing photo identification cards to staff, physicians, volunteers and visiting workers through a computerized tracking system.
- Issuing parking access to various restricted areas to identified staff, physicians or volunteers.
- Performs confidential audits and reports for appropriate use of parking privileges to the Director, and ensures audits match payroll deductions and scheduling of staff.
- Processing key requests using a computerized system. Data entry in the key program to keep all doors and keys up to date in all areas of the hospital. Working with the locksmith to ensure all keys issued, work properly before they are issued.
- Assist with maintaining Facilities Management and Security Policy and Procedure manuals, assist with the creation and update of policies and procedures as required by the Director/Manager, or applicable committees
- Purchasing and distributing Facilities Management and Security supplies and equipment as directed.
- Purchasing and distributing Security and Facilities Management uniforms.
- Maintaining training records of all Security and Facilities Management staff and assisting in the coordination of required training.
- Providing daily updates to the Manager of work processes.
- Notifies payroll of all parking changes and updates the Finance Department when there are changes to doctors parking payments.
- Through the Director, maintain all Hospital Wayfinding. Print corporate signage and assist with installation. Ordering new signage when needed as requested by the Director and Manager.

Administrative Duties:

- Assisting with the development of forms and reports for the Manager/Director and other departmental staff.
- Receiving all incoming telephone calls and referring to the appropriate person or take messages.
- Greeting visitors to the department and ensure that they are signed in to the log book and provided with a visitors pass.
- Ensuring all incoming and outgoing mail is processed accordingly.
- Maintaining an efficient filing system, including current and archived files, blue prints, video library, departmental files, project files, etc.
- Assist in arranging Manager’s/ Director’s meetings, committee meetings, prepare agendas and preparation of minutes on behalf or in collaboration with the Director or Supervisor.

Performs other duties as may be assigned by the direct manager.

**Qualifications**

Education:

- Completion of a Business Administration College Diploma or equivalent working experience is an asset.

**Experience**:

- Minimum of three (3) years’ experience in related field is required.
- Advanced computer skills in word processing, spreadsheet and database software is required.
- Experience in database inputting and management of Facilities Management specific programs required (card access, parking management systems, security systems, computerized maintenance systems)

Competencies:

- Demonstrated initiative, the ability to organize, prioritize, and co-ordinate work responsibilities independentl