Title: Administrative Assistant
Department: Critical Care
Hours of Work: Full-Time Position, Days
Salary: Class 02: $60,127. 08 - $72.152.93
Union: Non-Union
Location: Kingston General Hospital Site
PRIMARY FUNCTION
The Administrative Assistant provides high level administration support by managing office operations. Provides confidential, administrative support to the Program Operational Director and other staff within the portfolio, with minimal direction by resolving administrative requests and/or issues while ensuring appropriate administrative policies are followed. Assumed within this role, the incumbent handles highly confidential information on a daily basis including document records management, preparation of correspondence and presentation, processing invoices and requisitions, preparing meeting agendas and producing meeting minutes, all while actively promoting and support patient and family-centered engagement and care.
RESPONSIBILITIES & DUTIES INCLUDE:
- Manage confidential People Services information, i.e. new hires, change forms, terminations, etc. using SAP
- Work confidentially and collaboratively with directors and managers, i.e. participation in creating job descriptions, postings for staff
- Maintain records for program; using shared drive for all users; record-keeping for program wide grievances
- Manage Director’s calendar, meetings, program council and committees
- Order office supplies (Grand and Toy and external vendors) and equipment /office furniture, electronic purchases for the programs.
- Create/obtain approvals and submitting stat caps, UHKF, travel reimbursement.
- Manage minor capital and true capital requests (which includes obtaining price quotes, identifying, and completing entries in the shared capital file), completing cost pressure and variance reports.
- Use of specific software i.e. MS Office, Power Point, SAP, Capital Req. site, PCS, Excel.
- Create reports, graphs, excel spreadsheets as needed
- Manage Teams shared folders
- Manage Position control sheets for managers and POD; all People services paperwork.
- Prepare materials and take minutes at committee meetings
- Monitor, updates, and revises Critical websites as per direction
NOTE - The above duties are representative but are not to be construed as all-inclusive.
BASIC QUALIFICATIONS:
- College Diploma in Business Administration or equivalent education and experience
- Minimum 3 years’ administrative experience in the health care field
- Experience with database applications preferred
- Experience of Continual Quality Improvement practices preferred
- Strong knowledge of Microsoft Office as well as SAP, PCS, Career Hub and Kronos systems with regard to People Services, Finance and reimbursements
- Minimum of 55 w.p.m.
- Above average written and verbal communication skills, including good grammar, composition and spelling
- Strong organizational skills with the ability to work under pressure and meet deadlines is essential
- Excellent interpersonal skills with ability to communicate effectively, courteously and tactfully with all types of people
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required
PHYSICAL REQUIREMENTS:
The applicant must be able to meet the physical demands of this position.
KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.
Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.
Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.
We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.
