Job Description

Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka.

Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada.

Job Summary

Reporting to the Director Interprofessional Practice, Clinical Transformation and Patient Experience, the Inteprofessional Practice Administrative Coordinator is responsible for providing administrative leadership, coordination and organizational support to the Interprofessional Practice and Clinical Transformation portfolio. In addition, the Interprofessional Practice Administrative Coordinator will provide adhoc support for confidential and time sensitive administrative services for the Chief Nursing Executive.
The Interprofessional Practice Administrative Coordinator will function with a high degree of attention to detail, quality of workmanship, accuracy and ability to prioritize work in a dynamic, fast paced, team setting, often working with competing priorities. As a member of the Interprofessional Practice team, the Interprofessional Practice Administrative Coordinator is committed to supporting and advancing the many priorities and projects in the portfolios and in the organization at large.

Primary Responsibilities

• Administrative leadership and coordination for corporate orientation and student orientation
• Administrative support and coordination for Regulated Health Professionals practice including Learning Plans that require professional practice support
• Co-ordinates a variety of engagements/sessions with both external and internal clients.
• Coordination of corporate scholarship and education fund including data management and detailed tracking
• Prepares administrative documents such as flowcharts, graphs, surveys, program metrics, statistics, reference guides, and presentation materials for strategic projects in the portfolios
• Provides direct administrative support including calendar management for the Director of the portfolio
• Processes Professional Responsibility Workload (PRWs) and Workload increase forms.
• Advanced preparation of documents such as agendas, presentations, minutes, and related correspondence associated with meetings of the Department and assigned committees.
• Provides confidential and time sensitive administrative services often within competing time frames.
• Maintains databases for program metrics and prepares preliminary reports as required.
• Ensures and deploys up-to-date technology office support to ensure the most effective and efficient operation of the office and the corporate simulation learning spaces
• Distributes correspondence and meeting materials in a timely manner to facilitate committee functioning.
• Submits appropriate forms for requisitions and expense reimbursements such as grant applications, facilities management, and purchasing.
• Assists in the coordination of events, activities, surveys, e.g. Nurses week, Interprofessional Practice Grand Rounds, corporate education days, etc.
• Monitors status of projects and meeting tasks and reports status of completion.
• Supports the portfolio from a time and attendance perspective in collaboration with the managers
• Provides back up support for other Administrative Assistants as required.
• Ability to make independent decisions based on knowledge of current situations and sound judgement.
• Ensures a system to maintain confidentiality of management correspondence and information storage for the portfolio\'s files.
• Other duties as assigned.

Qualifications

• Bachelor\'s degree education level preferred or Business Administrative Diploma from a recognized Community College.
• Process Improvement training preferred
• Recent Healthcare experience preferred
• Minimum 3 years recent related administrative support experience required with a preference for experience in health care.
• Advanced skills in working with Microsoft Office 365, Excel, PowerPoint, Visio and Outlook, AdobeSign required.
• Ability to manage data to produce statistics, metrics, scorecards required
• Experience engaging with a variety of internal and external stakeholders including staff, physicians, volunteers and union partners
• Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to Southlake Regional Health Centre standards.
• Adept in the use of technology to support the program functions.
• Excellent verbal and written communication skills.
• Excellent organizational and time management skills with strong multi-tasking ability.
• Excellent interpersonal and customer service skills.
• Ability to produce high quality work with attention to detail.
• Ability to work well under pressure.
• Ability to use good judgement in assessing difficult situations with resourcefulness and strong problem solving skills.
• Ability to anticipate the needs of others.
• Ability to work well in a fast paced team environment.
• Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information.
• Demonstrates initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously.
• Ability to identify administrative problems and make recommendations to solve them.
• Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders.
• Proven attendance record.
• Demonstrates understanding and complies with Southlake policies and procedures.
• Displays empathy and fosters a safe and inclusive environment for all.
• Models behaviour that is aligned with the values of Southlake Regional Health Centre
• Self-directed, detail oriented, dependable and resourceful.
• Demonstrated individual leadership skills
• Demonstrated analytical and problem assessment skills

As a condition of employment, you are required to submit proof of COVID-19 vaccination to the Hospital\'s Occupational Health and Safety department. Successful candidates will be required to submit proof of COVID-19 vaccination (two doses) from the Ontario Ministry of Health website or other authorized source directly to the Occupational Health and Safety department. In the event that you are unable to be vaccinated as a result of a ground protected under the Human Rights Code, you may submit a written explanation of the ground and any supporting documentation to determine if you are exempt from this requirement to the recruitment team. A recruitment representative may follow up with you for further information if necessary.

At Southlake, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve, including those with disabilities. Southlake is committed to providing accommodations in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.

It is the responsibility of all Southlake employees to work in a safe manner and promote health and safety in the workplace.

Southlake Regional Health Centre