Job Description

POSITION:

Executive Assistant - Couchiching Ontario Health Team - Contract no benefits

REPORTS TO:

Executive Director, Couchiching Ontario Health Team

PRIMARY RESPONSIBILITIES:

Providing administrative assistance to the COHT team as required including:

Maintaining confidential office administration functions including, preparing general correspondence, filing, photocopying, printing, and replenishing supplies. Work with current and new vendors to obtain the best pricing on all supplies. Assist in the management of the COHT ED schedule. Development of policies and procedures, guidelines, briefing notes, promotional materials and other documents. Compose material using correct grammar and spelling and produce information by formatting, inputting, editing, retrieving, copying, and transmitting text and data Ensuring that documents are received, filed and/or distributed in an accurate, timely and complete process. Assisting in the scheduling and coordination of meetings including production and distribution of notices, agendas, minutes and arranging for required catering, equipment and room bookings. Transcribing minutes and letters as required. Providing accurate and current answers to incoming general inquiries and/or redirecting compliments and complaints as appropriate in a timely manner. Distributing documents and invoices for approval/signature, redirecting invoices as required, and completing applicable data entry to ensure record and payment of invoice. Oversee the preparation and management of PCN and PFCN expenses. Transcribing minutes and letters as required. Interact with internal/external contacts with a high degree of professionalism. Attendance and support at community events (Orillia, Oro-Medonte, Severn, Rama) to promote COHT. Support recruitment of community members for the COHT Patient, Family, Caregiver Network. Work in compliance with Health and Safety laws adhering to safe work practices and procedures established by the Couchiching Family Health Team (CFHT). Maintain confidentiality Communicate regularly with local and regional partners Performs other duties as may assigned by the Executive Director, COHT and team.

QUALIFICATIONS:

Education:

Post-secondary school diploma or degree in office or business administration Completion of a Medical Terminology course is an asset Police Record/Vulnerable Sector Check
Experience:

Prior executive administrative experience required. Prior experience in a healthcare environment required
Competencies

Excellent interpersonal and communication skills Demonstrated advanced computer skills in Windows, all Microsoft Office programs, e-mail, and internet research Excelling interpersonal skills Problem solving and conflict resolution skills Demonstrated administrative planning skills and skilled in preparing communications, presentation and reports Ability to communicate effectively, verbal and written, are essential in order to interact with various individuals and committees Demonstrated initiative and good judgement in problem-solving, identifying opportunities and decision making Demonstrated ability to time manage, prioritize, and multi-task to tight deadlines. Demonstrated attention to detail. Demonstrated ability to be highly motivated and flexible with the ability to adapt quickly to new situations/challenges. Demonstrated appreciation and respect protocol, professionalism, and confidentiality. Demonstrated ability to work efficiently, independently and in a collaborative environment. Demonstrated proven administrative, analytical, and planning skills It is a condition of employment that you receive the necessary vaccinations to protect against infection of COVID-19, or any similar infectious diseases, which may be recommended by government and public health authorities from time to time
Other:

Demonstrates commitment to continued professional and personal growth and development through Continuing Education Programs and Self Directed Learning Opportunities.

WORKING CONDITIONS:

Professional office environment Mostly remote, however, must be able to work in the community as needed
Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: Up to $70,000.00 per year

Work Location: Hybrid remote in Orillia, ON L3V 5X1