Job Description

Position Summary:

The Administrative Coordinator will provide various support services to the Director, People Culture, Director, Wellbeing and Director, People Experience. In coordinating the day-to-day activities of the office, this role has responsibility for meeting and event planning, report tracking, coordination and/or preparation, maintaining files and records, review, formatting and editing of complex documents and presentations and other administrative or clerical tasks. This role collaborates with the Senior Administrative Assistant Team and the Senior Leadership Team they support.

Responsibilities:

Provide administrative support to the Directors

Coordinating and monitoring Directors\' internal/external emails and meetings on a priority basis, handling scheduling conflicts, meeting room logistics, and travel arrangements.

Greeting and taking calls from employees to the People Partnerships

Facilitating the necessary paperwork for timely completion, approval and submission of various Ministry, contracts or other documents

Review and proof all documentation submitted for Directors\' signature

Preparation of e-requisitions, other payment requisition forms as required with accuracy

Preparation and distribution of agendas and documentation for meetings to allow for timely review of meeting materials, attend meetings to take minutes and track action items.

Coordinate and/or assist with team building events or activities, in a hybrid-remote work model

Support leaders with proofing and submission of Senior Leadership Team and Board of Director and Committee meeting materials.

Supports leaders with the coordination of other reports and deliverables

Apprising the Directors of any updates and/or potential problems as they occur

Maintaining flexibility to respond to urgent requests and priorities.

Attend meetings or pick up materials on behalf of the Directors as required.

Maintain appropriate files and records.

Facilitate communications program/hospital wide as required.

Lead the co-ordination of new hires to the Program as directed by the Director.

Schedule interviews, complete necessary paperwork, and schedule required orientation.

Support and co-ordinate the Program through any applicable moves, and change management projects.

Interacting with internal/external contacts with a high degree of professionalism.

As a qualified candidate you will have the following job requirements:

Community College Diploma or Degree in a related discipline

Progressive administrative experience supporting a senior level manager/director/chief or executive

Experience in the management and coordination of senior managers/executive schedules

Must be able to compose communications, memos and letters and deal with routine correspondence

Ability to take and transcribe minutes efficiently and effectively

Advanced computer literacy including full Microsoft Office Suite, Adobe Suite, etc.

You are ideal for this position if you have:

Demonstrated commitment to maintaining strict confidentiality

Superior multi-tasking, analytical and problem-solving skills

Strong organizational, prioritization and time management skills

Excellent interpersonal and communication skills

Adaptable to changes and able to work flexible hours in a fast-paced work environment

High level of professionalism, initiative and creativity

Must have a positive nature, can-do attitude and be a team player

Demonstrated commitment to attention to detail.

Demonstrated ability to prioritize and function effectively in a busy environment.

Demonstrated ability to work independently and collaboratively as part of a team.

Demonstration of commitment to ongoing learning

Unless otherwise stated applicants must have a minimum educational requirement of Grade 12 or equivalent and must demonstrate proven workplace excellence through commitment to strong job performance and attendance. Please be reminded that as a Regional Health Centre, in order to provide the necessary patient care, our operations run 24/7. Therefore, depending on the program for which you are applying, it may be an expectation that you are available to work week days and weekends, as well as all shifts - days, evenings, and nights. Employment Equity RVH is committed to diversity and employment equity in the workplace and welcomes applications from all qualified individuals, including women, visible minorities, Indigenous peoples, persons with disabilities, LGBTQ persons, and others who may contribute to a diverse workplace.Accommodation in the WorkplaceRVH offers accommodation for applicants with disabilities in the recruitment process, and is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). RVH will work proactively through all stages of recruitment to create a barrier-free process and to provide accommodations as required. If you require accommodation during the interview process, please contact Human Resources at 705-739-5605. Health & Safety Workplace ResponsibilitiesMust adhere to the duties of workers, as stipulated in Section 28 of the Occupational Health and Safety Act. Must adhere to all RVH administrative and applicable departmental occupational health and safety policies, procedures and protocol. Must adhere to Bill 132 of the Occupational Health and Safety Act in regards to the Sexual Violence and Harassment Action Plan Act, and creating a work environment free of psychological harassment. Must be able to perform all bona fide essential duties in the position description, which may include lifting and moving patients, pushing, pulling, bending, stooping, etc. Must complete a pre-employment health assessment, including review of the Job Demands Analysis for the position, as a condition of employment. Must strive to continuously provide a safe and supportive environment for patients, staff, physicians, and volunteers.Our Code of Conduct All staff, physicians, volunteers, service providers and students are committed to creating a positive, respectful work environment for each other and our patients and families. RVH is guided by its MY CARE strategic plan which puts patients and families at the centre of all we do. Our VisionMake each life better. Together.Our Mission StatementExceptional care is our passion. People are our inspiration. Safety is our promise.Our ValuesWork Together | Respect All | Think Big | Own It | Care If you are interested in joining our inspiring team, please apply online before 1100pm EST on the posting close date. Royal Victoria Regional Health Centre thanks all applicants, however, only those selected for an interview will be contacted. If interviewed, an accompanying portfolio may be required which will include documented evidence of course completion. An inclusive, barrier-free selection process will be provided as required under RVHs Employment Accommodation Policy. Applicants need to make their needs known to Human Resources in advance and information related to accommodation will be addressed confidentially. As part of the mandatory screen process RVH requires professional references, verification of academic training, professional accreditation, plus a current Criminal Records Check and Vulnerable Sector Screening.

Royal Victoria Regional Health Centre