Provides administrative support services, ensures confidentiality and efficient conduct of business through the office.
§ Type, transcribe dictated correspondence and format electronically based reports and correspondence; prepare spreadsheets; prepare documents for review.
§ Research, collect and review relevant background material and/or documentation and compose interim replies to more complex correspondence.
§ Prepare and send responses on routine correspondence and/or signs as directed; collate information and draft updates to annual reports and/or other documents;
§ Review correspondence and/or reports for Director/Manager/Division Chief signature and ensure appropriate grammar, completeness and accuracy.
§ Analyse and prioritize incoming mail and documents, distributes appropriately.
§ Initiate action on matters that require response or appropriate action and follow up to ensure appropriate action has been taken.
§ Receive and screen incoming calls, assess the urgency of the calls, provide information as required to the caller, or refer the caller to the appropriate person.
§ Prepare draft agendas for meetings, take, transcribe and distribute minutes. Ensure appropriate follow up action on items as required.
§ Maintain calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities.
§ Research, retrieve, summarize and/or analyse information and/or material as assigned on specified topics, by surfing the web, CHEONet, reviewing literature, journals and/or publications etc.
§ May take the lead role in the planning of local and/or national conferences by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
§ Co-ordinate activities, organize functions and/or events.
§ Take on special projects as assigned by the Director/Manager/Division Chief.
§ Make arrangements for meetings; schedule board and conference rooms, arrange or confirm attendance, prepare material and co-ordinate catering.
§ Schedule appointments and meetings which directors/Manager/Division Chief, managers, doctors, partners and others; set up schedule for training, testing, interviews, as required etc.
§ Liaise with staff and coordinate retrieval of internal responses for matters requiring a reply.
§ Photocopy, collate, fax and distribute documents. Proofread documents for grammar and spelling.
§ Make travel and hotel arrangements for staff and out-of-town visitors, and prepare travel claims as required.
§ Maintain detailed bookkeeping records and enter data into the computer for revenue and expenses.
§ Establish, develop and maintain various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, BF systems, and confidential files.
§ Collect and/or tabulate statistics and information from files and/or databases as required, enter data into various data bases from a variety of sources.
§ Reconcile accounts on a monthly basis and provide month-end activity reports.
§ May be required to prepare cheques and cash for bank deposits.
§ May perform financial clerical functions such as billing, maintaining petty cash, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, etc.
§ May initiate HR staffing request forms as directed, obtain required signatures and forward to Human Resources.
§ May ensure office set up for new staff which includes computer and telephone, keys, etc. as requested.
§ Assist with and/or complete grant submissions for review and appropriate sign off, as requested.
§ Maintain files and order supplies as required.
§ Perform other duties as assigned.
§ Police Record Check (PRC) (Essential)
§ Diploma in Office Administration or other appropriate combinations of education and experience,
along with the demonstrated knowledge, skills and abilities to perform the duties of the position,
may be considered in lieu of stated education and experience. (Essential)
§ Approximately six (6 months) of previous secretarial, administrative experience. (Essential)
§ Comprehensively use software including wordprocessing, spreadsheet, presentation, electronic mail, EPIC. (Essential)
§ Communicate effectively and concisely, both orally and in writing. (Essential)
§ Attention to detail (Essential)
§ Ability to prioritize and manage competing demands (Essential)
§ Bilingualism (English and French) (Essential)
§ Knowledge of community organizations and partners (Preferred)
§ Experience in a healthcare/hospital setting (Preferred)
Should the applicant require any accommodations during the application process please notify Human Resources as per the Accessibility for Ontarians with Disabilities Act.