Job Description

Job Code: 20327
Status: Full Time
Location: Providence Care Hospital
Union: Non-Union
Wage: $60,313.50- $70,960.50 annually
Posting Period: October 31, 2025 - November 6, 2025
The Administrative Assistant acts independently, with minimal supervision to provide quality and confidential administrative support to the Director and their portfolio leaders, while ensuring a person-centred and professional approach. Under the supervision of the Director, the Administrative Assistant provides knowledge, expertise and creativity regarding the preparation of correspondence, reports and other documents, researching, gathering and compiling data. The Administrative Assistant will use effective problem solving, decision-making and prioritization skills to ensure that all issues and correspondence are dealt with in an efficient manner, either through direct handling or referral to the appropriate individuals. The Administrative Assistant will coordinate meetings and proactively support calendar management. The Administrative Assistant will complete assigned projects as required and liaise with staff of other Providence Care programs and corporate departments as well as external partners.
Required Qualifications and Experience

• Minimum two year post-secondary diploma in Office Administration, or related field
• Minimum of four years of previous experience as an administrative assistant in a busy office environment, including a minimum of one year experience supporting a senior administrative or leadership role
• A combination of equivalent education, training and recent related experience, may be considered
• Minimum, one year of experience supporting a committee
• Minimum one year of experience in a hospital or medical setting
• Experience in using Microsoft Project, preferred
• Demonstrated keyboarding skills of 50 wpm
• Demonstrated advanced computer skills including the use of Microsoft Office Suite of products (Word, Outlook, PowerPoint, Excel, Project, Visio, and Access); ability to use other software applications

Role Responsibilities

• Assists with the development/research, preparation and dissemination of reports, collecting and compiling information
• Prepares briefing notes and correspondence, researching and assessing relevant information and developing communication to the audience
• Tracks and implements activities related to special projects, as requested
• Supports the Director and portfolio leaders in the development and startup of new programs and pilot projects
• Creates flow charts, process maps and regularly updates action plans for project work in collaboration with the portfolio leaders
• Creates and tracks progress of incidents, as well as compliments and complaints utilizing wE Care and SafetE-Net software; maintains a database of serious incidents involving patients/clients (e.g. patients who have left the premises without authorization or who have not returned to the premises as expected)
• Handles confidential and sensitive information, including information related to performance management and discipline of staff, and information regarding organizational changes and restructures, as per corporate policy and procedure
• Sets up, supports and maintains the technical equipment required to facilitate educational opportunities
• Acts independently to prepare presentations for Director and portfolio leaders in support of operational activities/initiatives
• The above duties are representative, however, are not meant to be construed as all-inclusive.
• Performs other related duties as assigned

Why Work at Providence Care Hospital:

• Specialized sub-acute Care in rehabilitation, mental health services, complex medical management and palliative care
• A hospital striving for excellence in care, education and research
• Committed to people centred approach to care delivery
• Competitive salaries with excellent full-time benefits
• Healthcare of Ontario Pension Plan (HOOPP)
• State of the Art Building with on-site parking
• On-site cafe and cafeteria with a variety of food options
• Corporate and unit/service specific orientation for new hires
• Focus on Healthy Workplace & Culture of Quality
• Employee & Family Assistance Program
• Education, mentorship and bursary opportunities
• Fully affiliated with Queen's University and St. Lawrence College and other academic institutions
• Located on the shores of Lake Ontario surrounded by park land and walking trails

Skills Required