• Contract Services Assistant (12 month contract)

    Posted Date 1 week ago(4/11/2018 12:20 PM)
    Job ID
    Job Location
    CA-ON-Markham ON
    # Positions
    Job Type
    Job Industry
    Government and Public Sector, Healthcare and Medical Services
    Career Level
    Entry Level, Experienced
    Years of Experience
    Central LHIN
  • Job Description

    Central LHIN


    Contract Services Assistant (12 month contract)


    About Us:

    The Central Local Health Integration Network (LHIN), a Crown Agency of the Province of Ontario, is responsible for planning, funding, integrating health services and delivering home and community care services for over 1.8 million people living in northern Toronto, parts of Etobicoke, York Region and South Simcoe County. The LHIN provides over $2 billion in funding to more than 90 health service providers, including hospitals, long-term care homes, community health centres, mental health and addiction service providers and community support services.


    Reporting to the Director, Contracts & Relationships, this position provides administrative support to the Director and the Contract Services Team. This position includes contract monitoring to ensure that the service provider organizations contracted by the LHIN provide goods and /or services that are compliant with Central LHIN standards and contract obligations.  Specific duties include:


    • Reviews and prioritizes incoming correspondence (courier, mail, email), including Contract Dept. fax folder (incoming bulk supply orders)
    • Responds to inquiries in  a timely manner, and refers to other team members as appropriate
    • Arranges team meetings, committee meetings, Service Provider meetings, etc. (internal and external) and records and transcribes minutes including preparation and distribution of agendas, handouts,  minutes, and other required materials
    • Assists with service provider site visit planning, correspondence, document tracking and filing
    • Maintains and updates all Service Provider Contact Lists regularly (Management Emergency Contact List, Service Provider Contact List, Outlook Distribution Lists)
    • Manages Health Partner Gateway (HPG) System Access process for Service Providers
    • Tracks ongoing legislation Service Provider compliance (i.e. AODA, PHIPA)
    • Manages calendar and email of Director; scheduling meetings, making adjustments as necessary based on changing needs and priorities
    • Books meeting rooms, office equipment, catering service as required and disseminates materials and supplies needed for meetings
    • Receives, reviews and prioritizes incoming mail, referring materials to business units for action as appropriate and following up on outstanding items
    • Makes travel and accommodation arrangements
    • Receives visitors and phone calls from a variety of internal and external sources, handling routine matters on own initiative and referring others to Senior Manager, Director or appropriate business area
    • Establishes and maintains appropriate departmental files both electronic and hard copy
    • Maintains and updates all Internet and Extranet documents under Contract Services
    • Maintains storage and destruction of files in off-site storage and prepares boxes to be sent off-site
    • Assists with and/or produces presentations, regular and ad hoc reports, and correspondence using a variety of applications and communication mediums, including Power Point, Excel, Visio, Databases, Multi Media
    • Identifies and discusses non-routine items with Director, Contract Services to determine action required and relays instructions to appropriate area
    • Ensures appropriate office supplies are stocked and processes on line requisition of office materials as required
    • Troubleshoot office equipment and coordinate repairs if needed
    • Facilitates orientation of new staff and ensures they have necessary supplies and equipment
    • Liaises with other Administrative Assistants and Executive Director’s office as necessary to resolve administrative problems and ensure the smooth running of the department
    • Identifies contentious issues which arise, ensuring Director is informed


    Position Requirements:


    • Ontario Secondary School Diploma
    • Undergraduate degree in a Business/Health Discipline/ Social Services or related field is an asset
    • Previous experience in an office environment with good understanding of office processes and procedures
    • Advanced key-boarding skills and proven proficiency with a variety of software programs in the Microsoft Office Suite
    • Ability to use Multi-Media for presentations, connecting to hubs for groups of 2 or more
    • Knowledge of the telephone system VOIP for teleconferencing, conferences using telecom, etc.
    • Ability to use Ontario Telehealth Network (OTN) equipment
    • Ability to navigate and upload documents on LHIN Intranet and Extranet
    • General understanding of LHIN business objectives and priorities
    • Good knowledge of department objectives and priorities
    • Good knowledge of the LHIN administrative practices and procedures
    • Knowledge of the LHIN client information system
    • Excellent oral and written communication skills with a sound knowledge of the English language to facilitate effective communication with all levels of LHIN staff, Service Providers, and members of the public
    • Bilingualism (English/French) is an asset


    This position is located at the Central LHIN headquarters in Markham, Ontario. There may be requirement for occasional travel to other sites across the Central LHIN. For more information on the Central LHIN, visit centrallhin.on.ca.


    We thank all candidates for their interest; however, only those selected for an interview will be contacted. Individuals with a disability requiring accommodation during the application and/or the interview process should advise the recruitment contact so arrangements can be made.


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