Administrative Assistant

Administrative Assistant

Program: Medicine Program
Status: Regular Full Time
8 Hour Shifts - Days (Subject to Change)
Location: Lakeridge Health Oshawa
Wage Schedule: $28.120 - $38.240 per hour
File Number: 2500000358

DUTIES AND RESPONSIBILITIES:

Reporting to both the Director, Acute Medicine, and the Director, Specialty Medicine, you will play an integral role in supporting the Medicine Program by providing a full range of administrative activities. This position requires the ability to work flexible hours and possible travel between sites as required.

The Administrative Assistant performs a wide variety of administrative and support functions including:

• Maintaining complex calendars with attention to commitments, priorities and details;
• Coordinating multiple meetings internally and externally;
• Preparing, formatting, and reviewing complex correspondence, memorandums, emails, reports, confidential reports, spreadsheets, and other documents;
• Preparing agendas and meeting packages, taking and transcribing meeting minutes;
• Handling a wide variety of inquiries via telephone and/or email; and ensuring deadlines are consistently met;
• You will be proficient in public and interdepartmental communications and promote and maintain a positive customer service approach as the first point of contact for all levels of management and staff, and the general public;
• Organize, modify, and maintain confidential electronic and paper files and maintain databases, process invoices through SAP and prepare expense reports and cheque requests;
• Monitor inventory and order office supplies; and
• Maintain and update contact lists, organizational charts and update program information on OASIS, and other duties as assigned.

QUALIFICATIONS:

" Graduate of an Office Administration Diploma program or significant and advanced related experience, preferably in a healthcare environment;
" Minimum of 2-3 years experience in an Administrative Assistant/Secretarial role, preferably in a health care setting;
" Highly developed proficiency and demonstrated competence of Microsoft Word, Excel, Outlook, PowerPoint (tested);
" Superior keyboarding skills 60 WPM (tested);
" Outstanding attention to detail and results orientated;
" Exceptional written and verbal communication skills;
" Highly developed interpersonal skills and demonstrated ability to work effectively as part of a team;
" Proficiency transcribing and composing minutes with the ability to write clear, concise, and accurate minutes;
" Proven ability to assess inquiries/problems and to exercise good judgement in responding to and/or referring the inquiry to a more appropriate individual; utilizing discretion
" Proven adherence to strict confidentiality;
" Demonstrated ability to handle multiple tasks and competing priorities and deadlines with a strong focus in accuracy of work;
" Demonstrated excellence in effectively organizing and prioritizing work assignments in a fast-pace office environment and meeting short timelines;
" Ability to work independently and in a self-directed manner; and
" Demonstrated commitment to our core values of Inclusion,Compassion, Innovation, Teamwork and Joy

CONDITIONS OF EMPLOYMENT:

The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.

Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.

Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.

Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants need to make their needs known in advance.

At Lakeridge Health we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive and accessible and to employing a workforce that is representative of the diverse community we provide services to. As an equal opportunity employer we welcome applications from all qualified applicants.

Lakeridge Health is committed to providing a safe and healthy work environment and to preventing the transmission of COVID 19 infections among Lakeridge Health team members and our patients. New Lakeridge Health team members will be required to provide proof of full vaccination for COVID-19 during their Post-offer/Pre-employment Health Assessment, subject to any exemptions recognized under the Ontario Human Rights code.