Administrative Assistant

**CARE AND BE CARED FOR - THIS IS YOUR HOME**

Reporting to the Director, the Administrative Assistant position is responsible to provide administrative support and coordinate a variety of processes in support of the Home and Community Care Management team.

**What will you do**:

- Exemplify, embrace and intentionally promote an inclusive work environment where all are meant to feel they belong
- Continually demonstrate a commitment to create a positive culture of equity, inclusion, diversity and anti-racism
- Manages and responds on a timely basis to office inquiries and work flow, which includes redirection of documents for information or action
- Gathers information pertinent to develop first draft of communiqués
- Researches and compiles information and assists in the development of reports, routine correspondence and/or presentations for the Director.
- Arranges meetings either face-to-face, teleconferences or videoconferences.
- Prepares agendas, minutes and necessary documents for meetings and follows up on action items.
- Approves time off requests through Quadrant Self Service, on behalf of the Director.
- Assists with the fostering of relationships and acts as a liaison between the Directors office and both internal and external partners.
- Provides administrative support to committees chaired by the Director and other members of the team.
- Problem solves within the scope of role to support the Director.
- Develops and processes statistical reports as directed.
- Ensures the Director has the necessary materials/documentation available in advance of scheduled meetings.
- Arranges Directors business travel arrangements.
- Receives external complaints from external stakeholders; analyzes and forwards it to the appropriate Director/Manager for follow up.
- Completes and reconciles all mileage claim forms for the Director.
- Responsible to maintain and update information on the Intranet and extranet as it relates to their portfolio.
- Coordinates and undertakes special projects as assigned.
- Excellent conflict resolution skills to assist and support individuals with general and privacy complaints regarding patients, service providers and fellow staff members
- RFP preparation and coordination of activities and timelines.
- Administrative support (agenda, minute taking, catering, etc.) for Committee meetings.
- Coordinates and gathers information related to all required MOHLTC and HCCSS reporting and takes actions to ensure deadlines are met
- Provides administrative support to other Directors/Managers as required.
- Other duties as assigned

**What must you have?**
- Post-secondary education or equivalent combination of education and experience.
- Three to five years previous related experience
- Knowledge of the health care sector.
- Knowledge and ability to navigate databases.
- Handles sensitive and confidential information in a discreet and professional manner.
- Effectively gathers information pertinent to develop first draft of communiqués.
- Excellent time management and organizational skills combined with the ability to prioritize and to balance the workload requirements, meeting competing deadlines with mínimal supervision.
- Excellent verbal and written communication skills and effective interpersonal skills.
- Excellent problem solving and conflict resolution skills.
- Minute taking skills, including electronic minute taking.
- Excellent working knowledge of Microsoft Office programs with the ability to produce reports with visual additions such as charts, graphs, tables, flow charts and diagrams.
- Solid working knowledge of Quadrant Self Service functionality.
- Self-motivated with demonstrated ability to work effectively, accurately, independently with mínimal supervision and take initiative within the job scope.
- Ability to work well with others.
- Ability and confidence to work in and respond to a dynamic and changing environment.
- Excellent working knowledge of CHRIS, REM System and other operational software.
- Ability to facilitate effective working relations with internal and external customers/stakeholders
- Excellent communication skills to establish and maintain a wide range of diverse contacts
- Assists with the fostering of relationships and a liaison between the Directors office and both internal and external partners.
- Through teamwork, works with management, staff and others in a cooperative and collaborative manner to achieve the desired result.
- Ability to handle sensitive and confidential information in a discreet and professional manner when discussing issues with other HCCSS staff or external patients.
- Excellent conflict resolution skills to assist and support the numerous individuals with complaints regarding patients, service providers and fellow staff members.

**What would give you the edge?**
- Bi-lingual French/English spoken and written would be an asset.

**Hours of Work**

Monday to Friday 8:30am to 4:30pm (37.5 hours per week)

**Position Location