Reporting to the Directors, Home and Community Care and daily supervision from Assistant Manager, Communications & Administrative Services, the Administrative Assistant provides administrative support services to Directors, Managers and the department. The successful incumbent delivers efficient secretarial and administrative services and procedures required to support the effective function of the entire Department. Responsibilities may include the following:
- Coordinating internal and external meetings and special events (ie. training sessions and conferences), which includes meeting room/facility booking, set up, meeting notices and invitations, ordering refreshments and taking and distributing minutes
- Provide back-up scheduling support for the Home and Community Care Managers in collaboration with the HR Scheduler/Assistant.
- Perform scheduling and calendaring function and support to all of the Directors – Home and Community Care and BSO, as required.
- Prepare a variety of memos, correspondence and reports, as required.
- Develop a variety of statistical spreadsheets, graphs and reports.
- Coordinate and distribute departmental vacation schedules.
- Develop a variety of administrative systems and procedures to enhance efficiencies within the department.
- Maintaining appropriate and accessible filing systems for the storage of all departmental correspondence and documentation. This includes applicable administrative systems and procedures for the retention of controlled documents on the designated sharepoint sites.
- Collect and distribute department mail, faxes and internal memos.
- Provide computer technical support for the team as required.
- Order office supplies for the department as needed.
- Coordinate the collection and maintenance of relevant statistics for the department.
- Prepare agendas for meetings and record minutes or action items, as required.
- Act as a liaison between the Vice President, Directors, Managers and staff, service providers and patients.
- Advise Managers and on-call staff of relevant changes to information when on the on-call roster.
- Maintain the list of voicemail passwords and cell phone numbers for Home and Community Care Services staff.
- Proficiency in Visio application and process mapping
- Update contact lists external organizations including health service providers and other community agencies.
- Coordinate Special Events.
- Maintain intranet site with relevant documents and postings, as required.
- Provide back up support and collaboration with Administrative Services team colleagues.
- Adhere to health and safety policies/ practices developed and implemented by the LHIN and take reasonable precautions.
- Participate in various LHIN committees and projects, as required.
- Other duties as assigned.
- Post-secondary education in business, general administration or related field, or equivalent experience. Undergraduate degree is preferred.
- Minimum three to five year’s job related experience in an administrative position, at least one year at a direct level.
- Strong accurate keyboarding skills.
- Experience in office administration.
- Experience in recording minutes
- Familiarity with human resources policies and the collective agreement.
- Ability to participate as an effective team member and to support departmental and organizational goals and objectives.
- Ability to deal with issues in a confidential manner.
- Strong communication and grammar skills, both verbal and written.
- Ability to work independently and respond to multiple changing demands and deadlines.
- Demonstrated ability to work under pressure of competing demands.
- Strong organizational, analytical and interpersonal skills.
- Advanced computer skills employing a variety of software applications.(e.g. Advanced proficiency of Word, Excel and Windows Explorer -General knowledge of PowerPoint).
- Demonstrates commitment to the Central West LHIN’s mission and values.
Who We Are:
A mosaic of geographic and cultural diversity and home to over 922,000 local residents, the Central West LHIN plans, integrates, funds and monitors the local health care system for the regions of Brampton, Caledon, Dufferin, Malton, North Etobicoke and West Woodbridge. Through the recently passed Patients First Act, LHINs are also now responsible for the delivery of home and community care services and primary care planning, resulting in a better experience for both patients and those who care for them.
Employees at the Central West LHIN enjoy a competitive compensation package, which includes a comprehensive benefit plan. We are committed to creating a work environment that fosters continuous learning at all levels of our organization, including ongoing internal learning opportunities, formal training events and conferences.
How to Apply:
If you are career minded and an ambitious person seeking a chance to be part of a team that’s truly making a difference in the lives of others, please apply on-line.
We are committed to accommodating people with disabilities as part of our hiring process. If you have special requirements, please advise Human Resources during the recruitment process.
We are governed by the requirements of the French Language Services Act and, therefore, encourage applications from bilingual candidates. Posting available in French upon request.