Admin Assistant to Clinical Managers

The primary role of an Administrative Assistant is to provide secretarial support (including for clinical and operational aspects), to the Clinical Managers. This role requires daily communication both internally and externally.

Duties and Responsibilities:

• Provides secretarial and organizational support to the Patient Care Managers (Anaesthesia Dept., Bronch Suites, Minor Surgery, Operating Room & Pre-Admission Clinic, Day Surgery, Post-Anaesthesia Care Unit).
• Maintains an organized office by the daily monitoring of office activities and coordinating workflow and setting priorities.
• Composes and types correspondence and letters; creates and maintains files and reports; maintains schedules for the Manager, arranges meetings, composes agendas, minute taking and typing.
• Acts as front line representative for the PCM; answers/relays messages, monitors and manages e-mail/voice mail by prioritizing issues and identifying resolutions as appropriate.
• Assist with onboarding of new team members in the various areas.
• Reconciles invoices and purchase orders, and prepares cheque requisitions.
• Organizes meetings and events including booking rooms, requests for audiovisual equipment, catering, furniture set-up.
• Provides general office support such as opening/sorting mail, payroll data entry, maintaining office supplies and equipment, photocopying, filing, and faxing.
• Completes other duties and special projects as assigned
• Types correspondence, minutes, format policies and procedures, produces statistical reports and special projects as assigned.
• Assists PCM in monitoring incident forms and maintaining patient and staff databases as required.
• Strong customer service orientation with proven ability to interact with all levels of staff, community partners, and general public/patient populations. Effectively work with diversity and appreciate people with different opinions, backgrounds and characteristics
• Ability to be an effective liaison for the PCM
• Strong organizational skills with demonstrated attention to detail and the ability to produce accurate work with efficient turn-around time
• Excellent computer skills including the ability to work with microcomputer applications in a Window environment (Word, Excel, Access, PowerPoint, Outlook, computerized calendar and scheduling systems).
• Excellent initiative, decision making/problem solving skills and interpersonal competence
• Demonstrated ability to multitask
• Demonstrated ability to work both independently and as a part of a team in a demanding environment.
• Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to Unity Health Toronto standards.
• Compliance with confidentiality requirements
• All staff are expected to carry out their assigned duties and responsibilities in a manner which prioritizes patient and employee safety and confidentiality. Key accountabilities in this regard include:
• Strict compliance with patient/employee confidentiality practices and policies
• Strict compliance with patient/employee safety practices and standards.
• Appropriate identification, reporting and response to patient/employee confidentiality breaches in accordance with established policies and procedures
• Appropriate identification, reporting and response to patient/employee safety risks and incidents/events in accordance with established policies and procedures.

Qualifications:

• Successful completion of a recognized Office Administration program or equivalent;
• Proven ability in navigating software applications, i.e., Microsoft Word, Excel, PowerPoint, Outlook and Parklane;
• Ability to communicate clearly and fluently in English;
• Excellent interpersonal and communication skills;
• Ability to present a calm and pleasant demeanor at all times;
• Consistently shows good judgment and discretion;
• Works well under pressure;
• Highly organized and efficient time manager;
• Problem solver.

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.