Job Description

If you are a current CHEO employee with access to Workday, please apply to this posting via the Workday application as an internal applicant using the Jobs Hub.

To successfully apply for this position, please submit your application by 11:59 pm the day before the advertised closing date in the posting to ensure your application is received.

Ottawa is built on un-ceded Algonquin Anishinabek territory. The peoples of the Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO also honours all First Nations, Inuit and Metis peoples and their valuable past and present contributions to this land.

CHEO is one of the few stand-alone, global leaders in pediatric health and is home to more than 6,500 staff, clinicians, scientists and researchers, as well as volunteers - all of whom work together to help children and youth achieve their best lives. Within its own walls and through partnerships with community providers, CHEO has transformed from a 20th century acute care hospital into a 21st century integrated child and youth health system. Ranked in the top 1% of Canadian hospitals for the digitization of its clinical infrastructure, CHEO combines excellence in clinical care, research, and education to advance seamless care that's provided where, when, and how it is needed. CHEO's Research Institute is dedicated to world-class clinical, translational, and basic science research covering a wide range of children's health concerns. CHEO has been named Canada's best health-care employer by Forbes in 2024 and 2025 and is ranked second among Canadian hospitals on its list of Canada's Best Employers for multiple consecutive years. For the 14th consecutive year in a row, the editors of Canada's Top 100 Employers has recognized CHEO as a top employer in the National Capital Region. Every year CHEO helps more than 500,000 children and youth from Eastern Ontario, western Quebec, Nunavut and Northern Ontario.

POSITION SUMMARY

The Senior Administrative Assistant is responsible for providing administrative and coordination support to the Director Safety & Family Partnership, as well as supporting IPAC, Patient Safety, Occupational Safety and Environmental services managers including ensuring efficient operations of the office and confidential matters.

RESPONSIBILITIES

Maintains calendars and schedules meetings, appointments and/or events; prepares necessary documentation for meetings, appointments and/or events; reschedules meetings, appointments or events based on availability to avoid conflict with competing and changing priorities for the Directors and Managers. Makes arrangements for meetings, schedules rooms, sends meeting requests with virtual links, arranges and confirms attendance, prepares materials, takes minutes, and handles other logistical details as required. Maintains continuous awareness of CHEO activities in order to interpret and direct inquiries. Initiates action on matters that require response or appropriate follow-up to ensure appropriate action has been taken, including proposing draft replies. Supports the recruitment process by drafting appropriate paperwork, scheduling interviews, managing competition folders and maintaining staff files. Receives and screens calls by assessing their urgency, providing information required, or following up as required. Researches, collates, analyzes and summarizes information, as assigned on HR/administration topics. Takes on special projects as assigned by the Directors including coordinating activities, organizing functions. Liaises with internal and external persons/groups. Establishes and maintains various internal office systems such as tracking key deadlines, electronic databases, tracking systems, processing mail, monthly reports, bring forward systems and confidential files. Supports Directors and Managers with financial functions such as payment requisitions, cheque deposits, purchasing requests, travel requests and claims, reconciling accounts, monitoring and tracking activity reports, providing monthly reports. Supports Directors and Managers with department-specific human resources processes including department orientation & new employee onboarding. Effectively manages paper and electronic records and files, to meet legislative requirements and allow for easy retrieval by members of the department. Performs other related duties as required and assigned.

QUALIFICATIONS

College diploma in Office Administration or other relevant field (Essential) University Degree in Administration or other relevant field (Preferred) Minimum three (3) years of experience in progressively responsible administrative functions (Essential) Working knowledge of applicable occupational health and safety legislation, general knowledge of corporate and departmental policies and procedures related to health and safety (Essential) Communicate effectively and concisely, both orally and in writing in English (Essential) Comprehensively and efficiently use software including word processing, spreadsheet, presentation and mail, at an intermediate/advanced level. (Essential) Take accurate notes or minutes of meetings and transcribe to final products. (Essential) Use standard office equipment including voicemail system, photocopier, fax machines, etc. (Essential) Ability to anticipate needs, as well as plan and prioritize work. (Essential) Ability to take initiative and work independently with minimal direction. (Essential) Strong organizational skills, attention to detail, and high degree of accuracy. (Essential) Exercise sound judgement, discretion and a high degree of confidentiality. (Essential) Criminal Record Check (Essential) Bilingualism (English and French) (Preferred)
Experience and formal training combined with demonstrated performance and ability may substitute for academic requirements

Effective March 29, 2021, CHEO will conduct a more comprehensive pre-screening and evaluation process. This process may include more varied and multidimensional testing such as a written test, practical exam, or other assessment. All candidates who meet the essential and preferred qualifications may be tested.

Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at

TalentAcquisition@cheo.on.ca. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

CHEO is committed to providing a safe environment for staff, patients, and visitors. Consistent with that commitment, all applicants must be fully vaccinated against COVID-19 to be considered for any staff or volunteer opportunities. Applicants are also strongly encouraged to receive their COVID-19 booster shots when eligible to protect against the spread of COVID-19. Upon hiring, presentation of government issued documentation confirming full vaccination must be provided, or?presentation of supporting documentation of a valid medical contraindication or other reasonable consideration pursuant to the Ontario Human Rights Code.

Job Types: Full-time, Fixed term contract
Contract length: 18 months

Pay: $31.67-$37.27 per hour

Expected hours: 37.5 per week

Benefits:

Company pension Employee assistance program On-site gym On-site parking Relocation assistance Wellness program
Schedule:

Monday to Friday
Work Location: Hybrid remote in Ottawa, ON K1H 8L1