Job Description

The Timmins Academic Family Health Team (TAFHT) is seeking an organized and detail-oriented Administrative Assistant to provide support to the leadership team, including the Executive Director, Director of Finance and Human Resources, and the Board of Directors. This role plays a vital part in the day-to-day operations of the organization by managing schedules, coordinating meetings and events, preparing communications and reports, supporting governance functions, and maintaining accurate records and systems.

Primary Responsibilities (not inclusive)

Provide confidential administrative support to the leadership team and Board of Directors.

Coordinate meetings, interviews, and organizational events, including scheduling, preparing agendas, taking minutes, and distributing materials.

Support the governance process by assisting with meeting logistics, documentation, and communicaiton for the Board of Directors.

Organize and maintain electronic records, contracts, policies, and board documentation.

Manage the onboarding and offboarding process for staff, students, and volunteers, including internal coordination and checklist tracking.

Administer the biometric time clock system, including setup, troubleshooting, and bi-weekly activity audits.

Complete monthly visa reconciliation and track organizational expenses in collaboration with the Director of Finance and Human Resources.

Maintain organized and accurate electronic filing systems and assist with policy and document management.

Provide support with purchasing and procurement tasks as needed.

Perform occasional local travel for business-related tasks such as banking or picking up supplies.

Education, Qualification and Skills

Diploma or degree in Office Administration, Business Administration, or a related field.

Minimum 3-5 years of administrative experience, preferably in a healthcare or executive setting.

Demonstrated experience supporting senior leadership and managing multiple administrative workflows.

Proficient in Office 365 applications (Outlook, Word, Excel, OneNote, Teams, PowerPoint), Adobe, and videoconferencing platforms.

Excellent written and verbal communication skills, with strong attention to detail, professionalism, and discretion.

Strong organizational, time management, and problem-solving abilities with the ability to work independently and collaboratively.

Bilingualism French and English communication, spoken and written an asset.

Additional Job Requirements

Must adhere to all TAFHT Policies and Procedures.

Must be legally entitled to work in Canada.

This position is in Timmins ON, the position requires working in office and on site.

Proof of COVID-19 vaccination is required and a condition of employment.

Valid Ontario Driver's License and be able to travel within the community.

The above responsibilities are not to be considered all inclusive; and may be assigned other related duties in the interest of efficient operations of the Family Health Team.

This position reports directly to the Executive Director. The location of this position could be the Administration, Algonquin West, 101 Mall, Algonquin East, Third Avenue site or any other location within Timmins. The employer reserves the right to modify the location/site.

Why Join Our Team:

Join a dedicated team making a meaningful difference in the lives of patients by supporting primary care services in our community.

Work with a supportive, team-oriented environment that encourages collaboration, innovation, and personal growth.

Receive a competitive salary and comprehensive benefits package, including health and dental coverage and enrollment in the Healthcare of Ontario Pension Plan (HOOPP).

How to apply:

Qualified applicants are invited to submit their cover letter and resume to humanresources@tafht.ca. To learn more about our team or review the full job description, visit our website at www.timminsfht.ca

TAFHT offers a comprehensive benefits plan, including health and dental coverage, HOOPP, paid vacation and additional paid entitlements.

We thank all applicants for their interest in TAFHT, however, only those selected for an interview will be contacted.

TAFHT supports diversity, equity and a workplace free from harassment and discrimination. We encourage applications from all qualified candidates, including women, visible minorities, aboriginal persons and persons with a disability. Personal information contained in applications will be used for recruitment purposes and collected as per Freedom of Information (F.O.I.) And Protection of Privacy Act (1987).

TAFHT is committed to improving access and opportunities for individuals with disabilities in accordance with the Accessibility for Ontarians with Disabilities Act. If you require a specific accommodation during the application, interview or recruitment stage, please contact our office at 705-267-1993, or by email at humanresources@tafht.ca (subject line: Accessibility Inquiry), so appropriate arrangements can be made.

Job Type: Full-time

Pay: $47,624.00-$52,568.00 per year

Benefits:

Casual dress Company events Company pension Dental care Disability insurance Employee assistance program Extended health care Life insurance Mileage reimbursement Paid time off Vision care
Language:

Mandarin (preferred)
Work Location: In person