Administrative Assistant, VP, Clinical Services, CNE

Hospital Name:

South Huron Hospital

Competition:

2025-50

Program:

Administration

Position Type:

Full-time

Vacancy:

Replacement

Bargain Unit:

Non-Union

Start Date:

Closing Date:

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 SHH 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

Required Skills

• 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.

Immunization Records: Successful candidates must provide evidence of fully completed COVID-19 vaccination status prior to your first day of work. Any candidate entering the facility to attend an interview will be required to provide evidence of a fully completed COVID-19 vaccination status. To be considered fully immunized, individuals need to have received their second dose of a COVID-19 vaccine at least 14 days earlier than the date they arriving to an interview or to begin work at SHHA.

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.

Qualified individuals may submit a resume and covering letter in confidence via this website. Applications without cover letters will not be considered.

Your interest in this opportunity is appreciated. Only applicants selected for an interview will be contacted.