Executive Assistant – Couchiching Ontario Health Team

POSITION: Executive Assistant – Couchiching Ontario Health Team - Contract no benefits

REPORTS TO: Executive Director, Couchiching Ontario Health Team

PRIMARY RESPONSIBILITIES:

Providing administrative assistance to the COHT team as required including:

• Maintaining confidential office administration functions including, preparing general correspondence, filing, photocopying, printing, and replenishing supplies.
• Work with current and new vendors to obtain the best pricing on all supplies.
• Assist in the management of the COHT ED schedule.
• Development of policies and procedures, guidelines, briefing notes, promotional materials and other documents.
• Compose material using correct grammar and spelling and produce information by formatting, inputting, editing, retrieving, copying, and transmitting text and data
• Ensuring that documents are received, filed and/or distributed in an accurate, timely and complete process.
• Assisting in the scheduling and coordination of meetings including production and distribution of notices, agendas, minutes and arranging for required catering, equipment and room bookings.
• Transcribing minutes and letters as required.
• Providing accurate and current answers to incoming general inquiries and/or redirecting compliments and complaints as appropriate in a timely manner.
• Distributing documents and invoices for approval/signature, redirecting invoices as required, and completing applicable data entry to ensure record and payment of invoice.
• Oversee the preparation and management of PCN and PFCN expenses.
• Transcribing minutes and letters as required.
• Interact with internal/external contacts with a high degree of professionalism.
• Attendance and support at community events (Orillia, Oro-Medonte, Severn, Rama) to promote COHT.
• Support recruitment of community members for the COHT Patient, Family, Caregiver Network.
• Work in compliance with Health and Safety laws adhering to safe work practices and procedures established by the Couchiching Family Health Team (CFHT).
• Maintain confidentiality
• Communicate regularly with local and regional partners
• Performs other duties as may assigned by the Executive Director, COHT and team.

QUALIFICATIONS:

Education:

• Post-secondary school diploma or degree in office or business administration
• Completion of a Medical Terminology course is an asset
• Police Record/Vulnerable Sector Check

Experience:

• Prior executive administrative experience required.
• Prior experience in a healthcare environment required

Competencies

• Excellent interpersonal and communication skills
• Demonstrated advanced computer skills in Windows, all Microsoft Office programs, e-mail, and internet research
• Excelling interpersonal skills
• Problem solving and conflict resolution skills
• Demonstrated administrative planning skills and skilled in preparing communications, presentation and reports
• Ability to communicate effectively, verbal and written, are essential in order to interact with various individuals and committees
• Demonstrated initiative and good judgement in problem-solving, identifying opportunities and decision making
• Demonstrated ability to time manage, prioritize, and multi-task to tight deadlines.
• Demonstrated attention to detail.
• Demonstrated ability to be highly motivated and flexible with the ability to adapt quickly to new situations/challenges.
• Demonstrated appreciation and respect protocol, professionalism, and confidentiality.
• Demonstrated ability to work efficiently, independently and in a collaborative environment.
• Demonstrated proven administrative, analytical, and planning skills
• It is a condition of employment that you receive the necessary vaccinations to protect against infection of COVID-19, or any similar infectious diseases, which may be recommended by government and public health authorities from time to time

Other:

• Demonstrates commitment to continued professional and personal growth and development through Continuing Education Programs and Self Directed Learning Opportunities.

WORKING CONDITIONS:

• Professional office environment
• Mostly remote, however, must be able to work in the community as needed

Job Types: Full-time, Fixed term contract

Contract length: 12 months

Pay: Up to $70,000.00 per year

Work Location: Hybrid remote in Orillia, ON L3V 5X1