Administrative Assistant

1 month ago

Newmarket, Canada Southlake Regional Health Centre Full time
We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka.

Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada.

Job Summary

The Administrative Assistant is responsible for providing administrative and organizational support to the Surgical & Thoracic Surgery Program. This includes ensuring efficient day-to-day support to a physician lead by providing high quality administrative support while ensuring up-to-date office support systems are in place and workflow, schedules, and correspondence are managed effectively.

The Administrative Assistant provides a variety of confidential and time-sensitive advanced administrative duties, often within competing time frames. Takes a proactive approach and works collaboratively with other members of the team when preparing agendas, managing communications and materials, and following-up on outstanding action items. Must be able to prioritize multiple tasks and manage own workflow to ensure quality and efficiency. Coordinate meetings and prepare high quality concise minutes. The Administrative Assistant will provide complex and confidential administrative support in a dynamic environment, and function with a high degree of attention to detail, quality, accuracy and prioritization of work in a team setting.

Primary Responsibilities

•Advanced computer skills, including Microsoft Outlook, Word, Excel and PowerPoint as well as AdobeSign.
•Strong problem-solving skills and sound judgment.
•Self-directed, detail oriented, dependable and resourceful.
•Ensures efficient day-to-day support to the Director/Managers/Physician Leaders by providing high quality administrative support while ensuring up-to-date office support systems are in place and workflow, schedules and correspondence are managed effectively.
•Provides a variety of confidential and time sensitive advanced administrative duties, often within competing time frames.
•Assesses and anticipate the needs of the Director/Managers/Physician Leaders and be comfortable with making independent decisions based on knowledge of current situations
•Takes a proactive approach and works collaboratively with other Administrative Assistants and key stakeholders when preparing agendas, managing materials and following up on outstanding action items.
•Must be able to multitask, prioritize and manage own workflow to ensure quality and efficiency
•Proficient minute taker with an ability to prepare high quality concise minutes
•Excellent written and verbal communication skills
•Excellent organization and time management skills with an ability to effectively manage a complexity of tasks simultaneously
•Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information.
•Demonstrates initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously.
•Ability to identify administrative problems and make recommendations to solve them.
•Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders.
•Professional and customer service oriented with an ability to work with individuals across all levels of the organization.
•Ability to perform the essential duties of the job.
•Proven attendance record as per the Attendance Support Policy #HA30 and Procedure #HA35
•Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
•Effectively uses empathy in interactions with others.
•Models behaviours consistent with Southlake’s Core Commitments
•Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.

Qualifications

•Successful completion of a Medical Administrative Diploma or related discipline from a recognized Community College preferred.
•3-5 years of secretarial experience at a senior level or equivalent combination of education and experience
•Recent Healthcare/hospital experience preferred

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