The Administrative Assistant works in a fast-paced environment to ensure efficient and effective functioning as part of the Acute Internal Medicine (AIM) Clinic team. The Administrative Assistant will provide a high level of co-ordination and administrative support to the AIM Clinic. Additionally this role requires daily communication both internally and externally to St. Joseph's Hospital.
DUTIES:
- Prepares, formats, and maintains confidential correspondence and departmental documentation using Microsoft Office and other relevant software, including letters, memos, legal agreements, reports, invoices, funding applications, presentations, abstracts, key performance indicators (KPIs), and other operational, financial, and departmental documents.
- Takes, transcribes, prepares, distributes, and follows up on meeting minutes, ensuring accurate documentation of discussions, decisions, and action items.
- Collects, compiles, updates, analyzes, and presents statistical, financial, operational, and performance data; prepares monthly, quarterly, annual, regular, and ad hoc reports, presentations, graphs, charts, critical indicators, and other departmental documentation while meeting established reporting deadlines.
- Provides administrative support for departmental operations, quality improvement initiatives, performance reporting, and other organizational priorities.
- Coordinates meetings and committees by liaising with internal and external stakeholders; scheduling meetings; confirming attendance; booking meeting and conference rooms; preparing, printing, photocopying, organizing, and distributing agendas, supporting materials, and documentation; arranging catering and audiovisual equipment; attending meetings as required; and following up on meeting decisions to support timely implementation.
- Manages calendars, schedules, meetings, appointments, contact information, and professional activities for designated manager(s), exercising sound judgment to adjust priorities, reschedule appointments, and communicate changes in a timely manner.
- Prepares monthly financial reports, supply requisitions, expense documentation, billing verification, cheque requisitions, and other financial and purchasing documentation within established signing authority.
- Coordinates and compiles quarterly performance reports and departmental updates, ensuring objectives and performance information are current and accurately maintained.
- Provides administrative support to clinic operations.
- Monitors clinic and departmental administrative processes, identifies workflow issues, assists with priority setting, applies sound judgment and problem-solving skills, and collaborates with physicians, managers, patients, interdisciplinary teams, hospital departments, and internal and external stakeholders to support efficient operations and an improved patient experience.
- Performs general administrative and secretarial duties, including answering, screening, and directing telephone calls; taking and relaying messages; responding to inquiries; opening, sorting, prioritizing, and distributing mail; filing; scanning; photocopying; distributing documents; maintaining office equipment; and maintaining accurate electronic and paper filing systems.
- Performs cross-functional and other duties as assigned to support departmental and organizational priorities.
- Maintains compliance with organizational policies related to patient and employee privacy, confidentiality, safety, and security by identifying, reporting, and responding appropriately to risks, incidents, and breaches while promoting a culture of safety, respect, accountability, and continuous improvement.
QUALIFICATIONS:
- Completion of a recognized Secretarial Arts/Administrative Assistant diploma program required;
- Two (2) years’ practical and related experience working in an fast pace environment required;
- Excellent verbal and written communication skills required;
- Excellent interpersonal and customer service skills required;
- Excellent organizational and time management skills required;
- Excellent problem identification and problem solving skills required;
- Working knowledge of Microsoft Office applications required;
- Strong knowledge of departmental practices, procedures and standards required;
- Ability to work independently and prioritize workload in a fast paced environment required;
- Ability to work discretely with and protect confidential information required;
- Ability to use good judgement in assessing difficult situations required;
- Ability to produce high quality work in accordance with Hospital standards required.
Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.
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