Administrative Assistant, VP, Clinical Services, CNE

Alexandra Marine and General Hospital

25-140

Full-time

Replacement

Non-Union

AMGH is seeking an Administrative Assistant to support the VP Clinical Services and CNE to join our team

The Administrative Assistant is responsible for coordinating, supporting, and assisting with the day-to-day functions of the Chief Nursing Officer / Vice President of Clinical Services as well as the broader Clinical Leadership team at both the AMGH and SHHA sites.

• 2-3 Year Community College Secretarial/Business program or equivalent
• Courses and advanced training in word-processing, spreadsheet and graphic software packages
• Courses and advanced training and knowledge in software applications and IT required
• Medical Terminology
• 5 years recent, related and progressive experience in a demanding office environment
• Experience with managing highly prioritized projects and meeting deadlines.
• Proficient at creating forms, tables and multimedia presentations using Office Applications and other software
• Experience and knowledge of the following is required: computer applications, adobe, Photoshop, Word, Excel, PowerPoint and Outlook
• Experience and understanding in maintaining electronic records and files and document management
• Keyboarding, data entry and database handling skills
• Previous Meditech experience is an asset
• Web design and multimedia knowledge required

• Provide administrative support the CNE/VP Clinical Services and other members of the leadership team.
• Coordinates and maintains electronic calendar/schedule for the CNE/VP Clinical Service by anticipating and leveraging requirements, priorities and needs of the busy executive and provides necessary appointment logistics, pertinent information and contact requirements
• Plans and coordinates daily/weekly/monthly, ad hoc and confidential management meetings.
• Complies and prepares information, agendas, correspondence, reports and other documentation relating to committees as assigned.
• Documents meetings and records meeting minutes and action items.
• Acts as an information conduit. Liases with other Leaders, including non-Clinical functions, as regards their needs.
• Receives and manages sensitive and/or confidential information and disseminates highly confidential documents
• Performs other administrative office duties such as maintaining various hard files and electronic records; photocopying; faxing; and mailing and maintain office equipment and supplies; troubleshoots system/technical problems ensuring a smooth running of executive office routines
• Responds to and facilitates resolution of urgent situations referred to the Executive Offices
• Ensures prompt communication of messages from internal and external stakeholders and facilitates follow-up communication, using appropriate judgment and discretion at all times
• Provides interim coverage and support to other executive level Administrative Assistants as required
• Collects and reports on statistical information including, coordinating and compiling quarterly performance report for the portfolio
• Organizes invoices, expenses, and budgetary items for the office of the CNE/VP Clinical Services. May facilitate orders and purchases as required.
• Performs cross-functional tasks and/ or duties within the portfolio including quality initiatives and support implementation of portfolio project initiatives as assigned
• Assists with scheduling of unionized employees and payroll entry.
• Undertakes and participates in special projects as assigned.
• Schedules meetings, books rooms, arranges catering and accommodations where necessary
• Consistently meets attendance expectations, demonstrating reliability and commitment to scheduled shifts

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. Other duties may be assigned and may not be limited to the scope of an individual department.

We are committed to providing persons with disabilities equal opportunities regarding all employment activities, including access to jobs and accommodations during employment as required, in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA). Please advise the Human Resources department if you require accommodation.

NOTE: Only those applicants selected for an interview will be notified.

Personal information is collected under FIPPA and is used to determine eligibility for potential employment and if hired, the information collected may be incorporated into your personnel file and used and disclosed for the purpose of administering your employment. AMGH is an equal opportunity employer and complies with all requirements of the Ontario Human Rights Code. Accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance. We thank all candidates who submit their application.

Choosing AMGH as your employer opens the door to many professional development opportunities and training supports. Applicants may be eligible for the Canada Student Loan Forgiveness and Tuition Support Program for Nurses programs.