Administrative Assistant

Join us in building a world of possibility Holland Bloorview Kids Rehabilitation Hospital is Canada’s largest pediatric rehabilitation hospital. We are a top 40 Canadian research hospital that is fully affiliated with the University of Toronto, and we serve over 9,000 families annually.

Our vision is to support the most meaningful and healthy futures for all children, youth and families. Providing 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 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.

**Administrative Assistant - Rehab and Complex Continuing Care**

This Administrative Assistant position provides direct support to two Operations Managers on the Rehab and Complex Continuing Care Team, as well as limited support to the Advanced Practice Nursing Education Team. By partnering with those they support, the incumbent will act as an ambassador for the Rehab and Complex Continuing Care Team and Holland Bloorview.

**Key Responsibilities**
- Coordinate scheduling of monthly team meetings.
- Prepare agendas, take and distribute minutes, and manage logistics (room bookings, refreshments, travel arrangements) for team meetings, including Nursing Practice Council.
- Manage calendars, schedule appointments and meetings for two exceptionally busy managers; advanced Outlook calendaring skills are essential.
- Collect, organize, edit, and prepare reports and correspondence.
- Support recruitment, onboarding, and orientation of new staff, including completion of Computer/Telephone Access Forms and Personnel Action Forms.
- Provide administrative support for several committees.
- Assist with the coordination of special events and/or conferences.
- Record, respond to, and/or direct phone calls from clients, families, and external services.
- Participate in quality improvement initiatives, support a safe and healthy work environment, and promote a culture of client/patient safety in daily practices.
- Reconcile corporate Visa accounts, prepare purchase orders, and process expense reports.
- Register participants for conferences and arrange travel.
- Perform other duties as assigned.

**Qualifications**
- Graduate of a college program or equivalent.
- Minimum of 3 years of administrative experience in a health care setting.
- Exceptional customer service skills with the ability to communicate effectively with clients, families, volunteers, visitors, and staff.
- Proactive with strong project coordination skills.
- Skilled at setting agendas, coordinating meetings, and taking minutes.
- Highly organized with strong attention to detail and excellent problem-solving skills.
- Collaborative team player.
- Experience with Meditech is an asset.
- Advanced proficiency with Microsoft 365 (Excel, Word, PowerPoint, Outlook), including:

- Creating well-formatted Word documents.
- Developing Excel spreadsheets.
- Producing PowerPoint presentations.
- Using advanced Outlook calendar management features.
- Ability to use and troubleshoot audiovisual equipment and virtual meeting platforms (e.g., Microsoft Teams).