Administrative Assistant, NLOT Community of Practice

Job Category: Administrative/Clerical
Hospital Location: Newmarket ON
Job Type: Permanent, Part time
Number of Positions: 1
Minimum - Maximum Hourly Rate: $ $37.36

Why Join Our Team?

• A best-in-class workplace environment that prioritizes a culture of belonging and wellness.
• Progressive health and dental benefit plans.
• HOOPP pension plan with employer and employee premium sharing.
• Enhanced wellness initiatives, including virtual fitness classes and on-site gym memberships.

If you are ready to embrace this exciting challenge and contribute to the success of Southlake Health, we encourage you to apply and be part of our dedicated team, making a difference in the lives of our employees and the community we serve

The Administrative Assistant provides administrative and secretarial support in a professional and confidential manner to the Nurse Manager and external stakeholders in the NLOT CoP. The Administrative Assistant will provide complex and confidential administrative support in a dynamic environment, and function with a high degree of attention to detail, quality, accuracy and prioritization of work.

What you'll be doing:

• Prepare correspondence, reports, minutes, memos and compose draft agendas and send out appropriate team members in a timely manner to facilitate program goals
• Coordinates activities and relationships to support the attainment of program deliverables.
• Prepares flowcharts, graphs and presentation materials.
• Proficient minute taker with an ability to prepare high quality concise minutes
• Other duties as assigned by the Manager
• Manages calendars, organizes travel and conference arrangements and co-ordinates a variety of engagements with both external and internal clients.
• Ensures and deploys up-to-date technological office support systems and skills with respect to software, communications, filing, etc. to ensure the most effective and efficient operation of the office
• Tracks agenda items, prepares agendas, coordinates material for distribution, attends meetings and records minutes, as assigned, with a high degree of accuracy
• Demonstrated excellent organization and time management skills with an ability to effectively manage a complexity of tasks simultaneously
• Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information
• Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders
• Evidence of strong problem solving skills and sound judgment.
• Self-directed, detail oriented, dependable and resourceful.
• Demonstrated excellence written and verbal communication skills
• Demonstrated commitment to customer service and teamwork
  Perform additional tasks and duties as assigned by the manager to support operational needs.

What you bring:

• Successful completion of a Business Administrative Diploma or related discipline from a recognized Community College preferred
• 3-5 years of secretarial experience at a senior level or equivalent combination of education and experience
• Advanced computer skills, including Microsoft Word, Excel and PowerPoint.
• Strong problem solving skills and sound judgment.
• Self-directed, detail oriented, dependable and resourceful.
• Recent Healthcare/hospital experience preferred
• Must be able to multi task, prioritize and manage own workflow to ensure quality and efficiency
• Proficient minute taker with an ability to prepare high quality concise minutes
• Excellent written and verbal communication skills
• Excellent organization and time management skills with an ability to effectively manage a complexity of tasks simultaneously
• Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information.
• Demonstrates initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously.
• Ability to identify administrative problems and make recommendations to solve them.
• Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders.
• Proven attendance record.
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
• Models behaviours consistent with Southlake's Core Commitments
• Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
• Models behaviour that is aligned with the values of Southlake Health

Southlake Health is fully committed to a culture of belonging and an inclusive environment that encourages every team member to lead within their role, generate innovative ideas that reinforce our mission and goal to create a healthy workplace where our community can thrive.

Regular and reliable attendance is an expected requirement of this position.

We are committed to a selection process and work environment that is inclusive and barrier-free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants who may require accommodation during the selection process are encouraged to notify the Human Resources Department when contacted for an interview. The People, Culture and Experience team will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process, which will enable you to be assessed fairly and equitably.

Health & Safety Workplace Responsibilities

It is the responsibility of all Southlake Health employees to work safely and promote health and safety in the workplace. Employees must adhere to the duties of workers, as stipulated in Section 28 of the OH&S Act, as well as all Southlake OH&S policies and procedures. Must be able to perform all necessary bona fide duties for the position, as outlined in the position guide. Must review and be capable of performing duties as outlined in the Job Demands Analysis for the position as a condition of offer. Proven ability to attend work regularly as per the Attendance Support Policy.

Commitment to Diversity and Inclusion

Southlake Health is fully dedicated to employment equity, diversity, and inclusion in our recruitment practices. We welcome candidates who identify with equity-seeking groups, including women, racialized individuals, Indigenous Peoples, persons with disabilities, and those from the 2SLGBTQ+ community. Any information provided will be kept confidential and used appropriately in our recruitment process.

Anti-Oppression/Anti-Racism at Southlake Health

Southlake Health is committed to having a workforce that is reflective of the diversity of York Region and strongly encourages applications from all qualified individuals, and from those who can provide different perspectives and contribute to a further diversification of ideas.

Accommodation & Diversity in the Workplace

At Southlake Health, we are committed to promoting employment equity, diversity, and inclusion in the workplace. Fostering equity, diversity, and inclusion in recruitment practices is a key aspect of our search process. The current posting is seeking candidates who identify with the following equity-seeking groups: women, racialized persons/persons of colour, Indigenous Peoples, persons with disabilities, and members of the 2SLGBTQ+ community. If you are of the aforementioned identities and feel comfortable making it known, you may choose to self-identify as a member of a designated group. Any information directly related to you is kept confidential and used safely to inform our recruitment process towards being an equal opportunity employer.

Only candidates selected for an interview will be contacted. Thank you for your submission. We appreciate your interest in joining Southlake Health