Department Administrative Assistant

Position: Department Administrative Assistant

Job ID:

Status: Temporary Full Time (1) - Up to 12 months

Department:   Volunteer Services

Program: People Services

Site: Credit Valley Hospital (available to work at all sites as required)

Role Level:     Admin/Clerical (AC 05) - $28.42 to $35.54 per hour

Hours of Work/Shifts:  8 Hour Shifts; Primarily Monday to Friday (8:30 am to 4:30 pm)

Posted: November 13, 2025

Internal Deadline: November 20, 2025

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, and the Reactivation Center at Humber. Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto. 

Our Mission:       A New Kind of Health Care for a Healthier Community

Our Values: Compassion, Excellence, Courage

Our Goals: Quality, Access, Sustainability

Our Enablers:      People, Education, Innovation, Research

At THP, we are relentless in providing high quality, compassionate care to our communities and take great pride in fostering an inclusive and accessible environment and we are all accountable for contributing to a healthy, safe and respectful environment for healing and promoting excellence in patient care though advancing patient and staff safety. If you are passionate about what you do, motivated to improve the health of the community, committed to excellence, quality and patient safety we would like you to join our Better Together team 

Position Summary:

• To greet and provide a front desk contact for staff, volunteers and visitors to the department 
• To ensure tasks related to volunteer onboarding (pre-screening calls, scanning certifications, entering hours) are completed in a timely manner

Key Responsibilities:

The Administrative Assistant supports the front office of a busy Volunteer Resources department including:

• Providing information about volunteering to potential volunteer applicants
• Supports and administers the Music of Healing and Hope program including recruitment, scheduling and onboarding of musicians.
• Monitoring the general volunteer inbox for queries, documents relating to volunteering
• Overseeing administrative processes for to support new volunteers including managing a recruitment log and tracking forms on Excel
• Answer phones, direct to appropriate staff. Script for some of the common questions to be answered (i.e. questions about how to apply, contacts for co-op (post sec & HS)
• Produce confirmation of hours letters for staff signature
• Scanning, uploading photos and updating files from recent orientations
• Entering volunteer hours
• Cash handling and monitoring volunteer uniform inventory and deposit tracking form
• CVH – Assistance with co-op admin as needed, using parking validator machines for Cancer Centre Drivers, take laundry and pick up printing   
• Providing administrative support for 3 Volunteer Coordinators to support recruitment pipeline of available volunteer applicants to meet current volunteer vacancies.
• Assist in the preparation of monthly volunteer statistics which are shared with other departments

Education:

• Post-Secondary education – completed or in progress

Special Skills:

• Strong interpersonal skills
• Ability to work with diverse backgrounds
• Effective communication skills, both written and verbal
• Comfortable presentation style and public speaking abilities
• Demonstrated organizational skills
• Demonstrated ability to work effectively in a team environment
• Effective marketing skills
• Strong program development skills
• Effective problem-solving abilities
• Ability to work on own initiative, organize and establish priorities
• Proficient computer skills

Experience:

• Previous experience in volunteer management
• Previous experience working with youth in desirable
• Comfortable with having multiple requests at once (phone ringing, visitors/volunteers arriving)
• Mid-level or higher admin skills (learning routine tasks on computer software, using phone system, scanning, copying etc.)
• Advanced experience and comfort with Microsoft Outlook, Windows, Teams, SharePoint, Excel and Word
• Physical/Mobility roles: standing, walking, sitting, handling of light weight objects; manoeuvring carts
• Understands hospital physical layout, directions to common areas
• Previous experience working with volunteers and/or in healthcare setting is beneficial

To pursue this career opportunity, please visit our website: 

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.

Candidates are selected on the basis of their skill, ability, experience and qualifications.  Where these factors are relatively equal seniority shall govern providing the successful applicant.

Trillium Health Partners' (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities.  If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

We thank all those who apply but only those selected for further consideration will be contacted.