Job Description

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The primary role of an Administrative Assistant is to conduct the business support functions of the office of the Director. This includes providing administrative, clinical, organization and secretarial support at the Director level. This role requires daily communication both internally and externally to St. Michael's Hospital. The role also includes facilitating meeting schedules and committee work within the program.
DUTIES & RESPONSIBILITES

• Drafts, types and edits memorandums, letters, presentations, reports, minutes/agendas, and policies and procedures;
• Organizes, maintains and prioritizes schedule of Director;
• Plans meetings, projects and conferences;
• Coordinate/maintain and organize daily calendars, meetings, room bookings, conference calls, video conferencing, AV support, along with standard administrative functions (printing, couriering, fax, photocopying, scanning, office supplies, AV equipment, etc.).
• Types agenda and minutes for all meetings;
• Collects and reports statistical information;
• Research, compile, assimilate, and prepare confidential and sensitive documents
• Performs other clerical duties such as filing: photocopying, faxing, and mailings;
• Coordinates and compiles quarterly performance and annual reports for the portfolio;
• Acts as the front line contact for internal and external customers who would like to make contact with the Director. Triages issues, and acts to achieve solutions prior to the Director becoming involved;
• Assists with recruitment initiatives within the department.
• Receive and screen incoming calls and visitors, determine priority status, and make referrals to appropriate staff or provide requested information
• Respond to urgent issues in a timely manner, e.g.: critical incidents; staff issues and public relations etc.
• Design, development and implementation of documents (flyers, templates, event timeline, charts), formatting forms (chart audits, flowsheets), etc.
• Provide secretarial vacation coverage.
• Networking people and resources.
• Crisis management for Chiefs/Directors as needed, i.e. scheduling conflicts, staff issues/performance, etc.
• Monitor upcoming emergency situations and assist in coordinating supports, communicating and implementing processes.
• Coordinate correspondence priorities and deadlines.
• Manages communication for Managers, Educators, Physicians, Senior Management, Program staff, patients and external public agencies and/or regional programs, etc. that are seeking to contact the Chiefs or Director.
• Develop and maintain extensive filing systems, both for hard copy documents and electronic documents as required by the Chiefs or Directors.
• Triage calls and correspondence to the appropriate person.

QUALIFICATIONS

• Graduate of a recognized Office Administration program or equivalent required;
• Five (5) years administrative experience required;
• Proven experience with various software applications, such as Microsoft Office, Word, Excel, PowerPoint, Outlook and Payroll Systems.
• Advanced problem-solving abilities and demonstrated ability to develop systems that create efficient work flow.
• Exercise good judgment in a variety of situations; maintain confidences while balancing multiple priorities.

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.

Skills Required