Job Description

Posting: 2022-906555

Position: Administrative Assistant, Medical Affairs

Status: Permanent - Full Time

Site: Oakville

Hours: Monday to Friday Days (occasional early mornings and evenings required)

Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we take healthcare to a new level to meet the urgent needs of our community's growing and aging population. We are a distinctive centre of healthcare excellence that offers first-rate care in an innovative environment that supports the physical, mental, emotional and spiritual needs of the community.

Halton Healthcare's vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always!

This is what you will be doing:

The Administrative Assistant, Medical Affairs, provides administrative support to the Medical Staff Office. Under the direction of the Director, Medical Affairs and Chief of Staff, and working closely with Medical Staff Office colleagues, this position supports a full range of Medical Staff Office functions including professional staff recruitment and interview logistics, onboarding and orientation for new professional staff, assistance with credentialing and the performance review process and administrative support to the Medical Staff Office on an as needed basis.

Key responsibilities include, but are not limited to the following:

• Department reception duties including: responding to in person, telephone and e-mail inquiries.
• Support recruitment activities i.e. scheduling interviews with prospective candidates, booking meeting rooms, scheduling catering, preparing interview documents, etc.
• Support credentialing process with data entry, creation of paper based and electronic personnel files.
• Support physician onboarding and orientation activities.
• Produce and distribute email, correspondence memos, letters, faxes, forms and reports.
• Provide administrative support to department tasks including but not limited to physician performance reviews, data entry and maintenance, continuing medical education rounds/grand rounds, long service awards and special projects as required.
• Support to the Professional Staff Association.
• Interact with calendars, coordinate meetings and room bookings and prepare required meeting materials.
• Arrange meetings and presentations, attend meetings and take minutes as required.
• Organize/file department documentation and assist with archiving.
• Assist with staff vacation coverage and back fill as required.
• Maintain a high level of customer service.

This is what you will need to do it:

Halton Healthcare endeavors to hire individuals who exemplify our mission, vision and values of accountability, respect and compassion which guide our individual behaviours and attitudes.

• Office Administration from a recognized College required
• 3 years minimum experience
• Computer skill in MS Word, Excel, Power Point, Outlook
• Excellent written and verbal communication skills with the ability to foster good working relationships and show a high level of tact and diplomacy
• Demonstrated experience preparing meeting agendas and minutes
• Background in Medical Affairs an asset
• Effective planning and organizational skills with a demonstrated ability to set priorities and organize multiple tasks in a busy work environment with multiple users
• Ability to work on own initiative and independently to bring assignments to successful conclusion
• Proven accuracy and attention to detail
• Demonstrates commitment to on-going learning and able to learn new tasks quickly
• Well-developed time management skills; and the ability to work flexible hours on short notice
• Ability to maintain confidentiality of personnel data
• Ability to operate audio-visual equipment including videoconference set-up
• Satisfactory employment and attendance record

Date Posted: September 16, 2022

Internal Applicant Deadline: September 23, 2022

Please apply if you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are. Please submit your application via our website at www.haltonhealthcare.com directly to this posting and include a current copy of your resume.

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

In accordance with Directive #6, Halton Healthcare has implemented a COVID-19 Vaccination and Management Policy. All new hires must be fully compliant with our Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

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

Halton Healthcare is a smoke free facility in and around all three sites. Smoking is not permitted on hospital properties. We thank everyone who works at or visits our hospitals for respecting this healthy initiative. We are also a scent-free environment for all employees and visitors to accommodate individuals' health concerns arising from exposure to scented products. We ask for everyone's cooperation in our efforts to accommodate health concerns.