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Administrative Assistant

2 days ago

Penetanguishene ON LM G, Canada Waypoint Centre for Mental Health Care Full time

POSITION TITLE

Administrative Assistant

SHIFT TYPE

Monday - Friday

DEPT/PROGRAM

Data Analytics/Information Technology

JOB CLASS

Administrative Assistant 2

EMPLOYMENT TYPE

Temporary Full Time up to 1 year

RATE OF PAY

$ $32.52 per hour

WORK SCHEDULE

75 Hours Bi-Weekly

EMPLOYEE GROUP

OPSEU

POSTING TYPE

Open

POSTING DATE

December 15, 2025

HYBRID ELIGIBLE

No

NUMBER

1

Waypoint Centre for Mental Health Care is a 315-bed academic and teaching hospital that provides specialized mental health, addiction and geriatric care. Located on the shores of Georgian Bay, we serve some of the most complex and disadvantaged individuals in Ontario and are the sole provider of high-secure forensic mental health services in the province.

The Directors of Data Analytics & Information Technology are currently seeking a temporary full-time Administrative Assistant. The purpose of the position is to provide administrative support/services to programs and departments including organizing information, maintaining budgets and managing schedules.

For information about funding incentives for nurses, our enhanced employee referral program, housing, orientation and other employment-related information please follow this link to our employment web page.

KEY ACCOUNTABILITIES:

  • Preparing pay and attendance related records; liaison with Financial Services with reconciling absences etc; completing status change documentation; typing, distribution & maintaining confidential information related to employees or investigations.
  • Supporting the budget process by data gathering (i.e. overtime stats, etc.); data entry; invoicing, identifying variances of Program/Department budgets, preparing and processing completed travel/expense claims.
  • Ordering supplies & equipment, and arrange tuition, accommodation, etc. for Director/Managers.
  • Maintaining office supply inventory for the Program/Department.
  • Collecting and collating information, as required and/or directed, to compose correspondence and/or prepare reports /presentations /spreadsheets /graphs /special projects in response to requests from senior management, external community partners, associated ministries using various software applications (Microsoft Office Suite, etc).
  • Providing word processing services to Hospital standards to create, charts, graphs, tables, manuals, policy/procedures, confidential material, letters, memorandums, minutes, forms, and merging of lists, etc; receiving documents from teams and proofing and formatting to Hospital standards by using various software applications; operating Program- specific software; development and maintenance of Program/Department web page on hospital intranet.
  • Receiving , prioritizing , storing and distributing information from all mediums (telephone, mail, fax ,email); responding as required and/or directed; drafting responses as required for own or manager 's signature ; ensuring items are brought forward and followed up as directed; ensuring filing system complies with common practices; maintaining a bring-forward file; ensuring that pending issues are addressed coordinating arrangements to facilitate transfer, admission, discharge , as required; coordination of outreach activities/community linkages as required.
  • Taking and processing minutes of assigned committees/meetings; composing, typing and distributing agenda, meeting coordination - arranging attendees, including electronic invitations; room booking.
  • Coordinating schedule of Program Director/Department Manager using own judgment to set up appointments; determining urgency and nature of appointments; attaching pertinent information.
  • Participation in/leadership of projects or work groups/committees as directed by or approved by the Program Director/Department Manager e.g. facility's operating plan, accreditation support and newsletters.
  • Performs all work at all times in compliance with all hospital policies and procedures and legislation (Occupational Health &Safety Act, Fire Code, WHMIS, etc.) relevant to health and safety, security (including relational/therapeutic security) and potential risk hazards, and in particular, "duties of the worker" as defined in Section 28 of the OH &S Act.
  • Manager has the right to assign additional responsibilities

REQUIREMENTS/QUALIFICATIONS:

  • Post-secondary education in an office administrative program required
  • Three to five years recent related administrative experience in a fast paced office environment, preferably in a hospital setting
  • Valid Standard First Aid Certificate Required for Outpatient Services
  • Analytical skills in order to assess needs of department/ program and to set work priorities and deadlines; and to determine which and how much information to provide in response to inquiries, keeping within hospital policy and procedures
  • Communication skills (verbal and written) in order to respond to inquiries from customers (staff, patients and the public) and to relay information
  • Interpersonal skills to interact with others in a tactful and diplomatic manner
  • Organizational skills to organize meetings, appointments, and own workload
  • Mathematical skills in dealing with budget, employee credits, etc.
  • Keyboarding (typing) skills to Hospital standards, and the ability to operate standard office equipment such as computer, photocopier, facsimile machine
  • Skill to operate departmental-specific equipment (e.g. Transportation- two-way radio; etc.)
  • Proven ability to adapt readily to change
  • Results oriented work ethic to work independently and undertake tasks needed to accomplish work objectives and deliver quality, consistent and timely results
  • Models and promotes core ethical practice, Waypoint Values, and reflects an optimistic and positive attitude
  • Preference for proficiency in French/English language skills

HOW DO I APPLY?

Waypoint employees apply through the Employee Self-Service portal at and external applicants apply to Join our Team, Career Opportunities | Waypoint by close of business (4:00 pm) on December 25, 2025 quoting Job ID WC Attach your cover letter and resume detailing why you are interested in this opportunity and how you meet the qualifications and key accountabilities specified.