Administrative Assistant - Integrated Care

at  Orillia Soldiers Memorial Hospital

COMPANY BIOGRAPHY

Orillia Soldiers’ Memorial Hospital (OSMH) is located in the City of Orillia - a beautiful community nestled along the shores of Lake Simcoe and Lake Couchiching. Orillia offers an environment where a health work/life balance is easy to achieve as exceptional urban amenities, natural resources, points of interest, and recreational opportunities abound.
People have always been OSMH’s greatest strength. Our committed team has helped our community for over a century. We offer an environment where each individual works interdependently towards common goals: we value Trust, Courage and Teamwork. We are an organization where individuals’ contributions are valued and there are many opportunities for personal growth and development.

POSITION SUMMARY

The Administrative Assistant, Integrated Care, is responsible for providing administrative support to the Integrated Care program and associated programs. This individual will support the Director of Integrated Care, the Director Planning and Patient Access and the associated programs and managers. This role maintains and projects a positive customer service atmosphere and is an integral part of the daily operations of the Integrated Care program.

QUALIFICATIONS

Education:

• Diploma in Business Administration or equivalent required.
• Completion of a Medical Terminology course is an asset.

Experience:

• Minimum two (2) years of administrative experience required.
• Related experience in health care environment preferred.

Competencies:

• Demonstrated computer literacy including working knowledge of Microsoft Office (Outlook, Excel, Access and Word).
• Demonstrated project management skills and experience.
• Demonstrated outstanding ability to organize, prioritize, multi task and be flexible in order to adapt to stressful and rapidly changing situations.
• Demonstrated excellent interpersonal and communication skills (in English both written and verbal), discretion, and good public relations skills.
• Demonstrated initiative and good judgement in problem-solving and decision-making.
• Demonstrated ability to work efficiently, independently and in a teamwork environment.
• Demonstrated ability to demonstrate through performance, an acceptable level of ethical conduct and strict confidentiality.

Other:

• Demonstrates commitment to continued professional and personal growth and development through Continuing Education Programs and Self Directed Learning Opportunities.

PRIMARY RESPONSIBILITIES:

Providing administrative assistance to team members, external partners, clients and others as required including:

• Maintaining office administration functions including: preparing general correspondence, filing, and photocopying, printing, and replenishing supplies.
• Ensuring that documents/referrals are received filed and/or distributed in an accurate, timely and complete process.
• Assisting in the scheduling and coordination of meetings including production and distribution of notices, agendas, minutes and arranging for required catering, equipment and room bookings.
• Providing accurate and current answers to incoming general inquiries and/or redirecting as appropriate in a timely manner.
• Answering and/or redirecting client enquiries in a timely manner.
• Transcribing minutes, and letters as required.
• Preparing client education packages/letters, including the ordering and maintaining of resources.
• Preparing statistical reports as requested by the team.
• Maintaining and uploading information on the various program intranet sites/ shared folders.
• Books meetings and creates agendas, complete minutes and circulates correspondence to committee members
• Acts as the point of contact for committee members
• Participate in recruitment activities for committee members including advertising, applications and orientation
• Schedules visits for patients and completed reminder phone calls and other correspondence

HEALTH & SAFETY RESPONSIBILITIES

OSMH is committed to providing a safe, healthy and supportive working environment by treating team members and patients with compassion accountability respect and engagement.
All team members must adhere to OSMH’s Occupational Health and Safety policies, procedures and protocols, as well as the duties of workers as stipulated in the Occupational Health and Safety Act.
Team members must be able to perform all bona fide and essential duties of the position which may include cognitive and physical demands.
As a condition of employment, new employees are required to complete an employment health assessment and must be cleared by the Occupational Health and Safety Team prior to orientation.