Administrative Assistant - Corporate Clinical Trials Unit

at  Southlake Regional Health Centre

COMPANY BIO

Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka.
Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada.

JOB SUMMARY

The Administrative Assistant is responsible for providing administrative and organizational support to the Clinical Corporate Research Department

QUALIFICATIONS

• Successful completion of a Business Administrative Diploma or related discipline from a recognized Community College preferred
• 3-5 years of secretarial experience at a senior level or equivalent combination of education and experience
• Experience in clinical research administration preferred
• Recent Healthcare/hospital experience preferred
• Advanced computer skills, including Microsoft Word, Excel and PowerPoint as well as AdobeSign
• Strong problem solving skills and sound judgment
• Self-directed, detail oriented, dependable and resourceful
• Ensures efficient day-to-day support to the group of Directors/Manager by providing high quality administrative support while ensuring up-to-date office support systems are in place and workflow, schedules and correspondence are managed effectively
• Provides a variety of confidential and time sensitive advanced administrative duties, often within competing time frames
• Assesses and anticipate the needs of the Directors/Manager and be comfortable with making independent decisions based on knowledge of current situations
• Provides support to the Clinical Corporate Research Department. This will include support with procurement, invoicing and expediting deliveries. Support may also include assistance with small equipment, furniture and signage orders and installation coordination
• Takes a proactive approach and works collaboratively with other Administrative Assistants and key stakeholders when preparing agendas, managing materials and following up on outstanding action items
• Must be able to multi task, prioritize and manage own workflow to ensure quality and efficiency
• Proficient minute taker with an ability to prepare high quality concise minutes
• Excellent organization and time management skills with an ability to effectively manage a complexity of tasks simultaneously
• Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information
• Demonstrates initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously.
• Ability to identify administrative problems and make recommendations to solve them
• Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders
• Professional and customer service oriented with an ability to work with individuals across all levels of the organization
• Ability to perform the essential duties of the job
• Proven attendance record as per the Attendance Support Policy #HA30 and Procedure #HA35
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all
• Ability to perform the essential duties of the job
• Effectively uses empathy in interactions with others
• Demonstrated excellence in communication, both written and verbal
• Demonstrated problem assessment skills
• Demonstrated commitment to customer service and teamwork
• Demonstrated individual leadership skills
• Commitment to providing an exceptional experience for patients and families as well as other members of the healthcare team within a challenging and exciting health care environment
• Demonstrated commitment to, and understanding of the principles of diversity, equity and inclusion
• Models behaviour that is aligned with the values of Southlake Regional Health Centre
• Always with compassion
• Power of many
• Serve with purpose
• Every voice matters

The Administrative Assistant will provide complex and confidential administrative support in a dynamic environment, and function with a high degree of attention to detail, quality, accuracy and prioritization of work in a team setting