Administrative Assistant

POSITION TITLE

Administrative Assistant

SHIFT TYPE

Monday to Friday, 8:00AM-4:00PM

DEPT/PROGRAM

Emergency & Security Services

JOB CLASS

Administrative Assistant 2

EMPLOYMENT TYPE

Full Time

RATE OF PAY

$28.86-$32.52 per hour

WORK SCHEDULE

75.00 hours, biweekly as per schedule

EMPLOYEE GROUP

OPSEU

POSTING TYPE

Open

POSTING DATE

July 28th, 2025

HYBRID ELIGIBLE

No

NUMBER

1

Waypoint Centre for Mental Health Care is a 315-bed academic and teaching hospital that provides specialized mental health, addiction and geriatric care. Located on the shores of Georgian Bay, we serve some of the most complex and disadvantaged individuals in Ontario and are the sole provider of high-secure forensic mental health services in the province.

The Manager of Emergency & Security Services is currently seeking a Full-Time Administrative Assistant. The purpose of the position is to provide essential administrative support to ensure the efficient operation of the Emergency and Security Services department.
- Prepare pay and attendance related records; liaise with Financial Services to reconcile absences etc; complete status change documentation; type, distribute & maintain confidential information related to employees or investigations.
- Support the budget process by data gathering; data entry; prepare and process completed travel/expense claims. Order supplies and equipment, and arrange tuition, accommodation as required.
- Provide word processing services to Hospital standards to create charts, graphs, tables, manuals, policy/procedures, confidential material, letters, memorandums, minutes, forms and merging of lists.
- Take & process meeting minutes of assigned committees/meetings; composing, typing and distributing agenda, meeting coordination. Arranging attendees, including electronic invitations, room bookings.
- Manage uniform inventory and assist in placing orders for Emergency and Security staff uniforms. Oversee distribution of uniforms and ensure compliance with dress code policies.
- Coordinate transportation arrangements for patients and clients, liaise with Programs to ensure timely and efficient service. Maintain accurate records of all transportation bookings and monitor for any discrepancies.
- Assist in scheduling and staffing coordination for emergencyand security personnel.
- Maintain up-to-date records of staff availability and certifications. Communicate effectively with team members regarding schedule changes and staffing needs.
- Coordinate schedule of Department Managers using judgement to set up appointments, determining urgency and nature of appointments.
- Participate in and take on leadership of projects or work groups & committees as directed or approved by the Program Director/Department Manager.

**REQUIREMENTS/QUALIFICATIONS**:

- Post Secondary Education: Completion of an accredited post-secondary education program in Office or Business Administration required.
- 3-5 years of recent, related administrative experience in a fast-paced office environment, preferably in a hospital setting.
- Knowledge of administrative functions to carry-out tasks on behalf of manager
- Knowledge of legislation such as Freedom of Information, Protective of Privacy Act requirements and genenal knowledge of the Mental Health Act to provide appropriate information to staff and public
- Advanced computer and software skills, including MS Suite (Word, Excel, Access and Outlook, PowerPoint, Canva)
- Experience producing a variety of documents e.g.: letters, memorandas, reports, graphs, charts and spreadsheets by performing functions such as merging text, inputting data, and reformatting, receiving and sending information via internet & electronic mail.

**HOW DO I APPLY?