Department Administrative Assistant

Position:  Department Administrative Assistant

Department: Connected and Primary Care

Posting ID: 4859

Role Level: Admin Clerical (AC05-$

Status: Permanent Full Time

Site: Work at home with some attendance at various sites as needed

Shift: Monday-Friday

Posted:  October 10, 2025

Internal Deadline:  October 17, 2025

Position Summary:

Reporting to the Manager, Business Operations, , the successful candidate will be responsible for providing office management and administrative support to the Program 

The successful candidate will develop rapport with Directors, Managers and other staff members across the organization and with external partners for the purpose of supporting the work of . The ideal candidate has the ability to work in a fast-paced environment, and ability to travel to other Trillium Health Partners sites, as required.

Responsibilities:

This position will perform clerical duties associated with the department: 

• Order, maintain and organize office supplies/inventory
• Organize and maintain online resources and databases
• Update and maintain spreadsheets and other data entry tasks 
• Use excel to help organize and sort data
• Writing minutes for meetings, as required
• Biweekly payroll entry and edits
• Answer and direct phone calls
• Organize and schedule in –person and virtual meetings/appointments
• Assist with processing and tracking invoices 
• Access and use digital platforms and electronic health records to assist with data entry and invoice processing

Key Qualifications:

• Graduate of a recognized Medical Administrative Assistant or equivalent experience
• Minimum 3-5 years of secretarial experience required, preferably in a health care environment
• Payroll entry experience required
• Adaptable, self-directed individual who possesses initiative to work independently with minimal supervision and also exhibits innovation to improve existing processes
• Strong interpersonal and communication skills both oral and written, combined with a customer focused approach and ability to handle requests in a professional, diplomatic and tactful manner
• Strong organizational and effective time management skills combined with the ability to prioritize tasks to meet the demands and timelines of day-to-day operations
• Proven abilities in preparing, designing and distributing internal/external correspondence, including: reports, presentations, letters, memos, minutes of meetings, etc.
• Strong working knowledge and advanced technical skills in Windows, MS Word, PowerPoint, Outlook and Excel
• Well-developed keyboarding skills (50 w.p.m. minimum-accuracy)
• High degree of accuracy and attention to detail when performing a wide variety of tasks
• Experience and ability in preparing agendas, minute-taking, and following up on actions required
• Good knowledge of medical terminology 
• Good knowledge of electronic health record principles, such as the importance to maintain privacy and confidentiality
• Must have a positive work and attendance record   

To pursue this career opportunity, please visit our website: 

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.

Candidates are selected on the basis of their skill, ability, experience and qualifications.  Where these factors are relatively equal seniority shall govern providing the successful applicant.

Trillium Health Partners' (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities.  If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

We thank all those who apply but only those selected for further consideration will be contacted