Administrative Assistant

at  Ontario Health atHome

Job Description:

WHO WE ARE

We are Ontario Health atHome, ready to serve every person in Ontario. We partner with patients and caregivers, primary care providers, hospitals, long-term care and retirement homes, service providers and Ontario Health Teams, to deliver responsive, accessible, integrated, patient-centred care.
If you’re interested in driving excellence in care and service delivery, and seeking an unparalleled opportunity to lead and learn, partner and connect, care and be cared for, this is your home.

• Manages and responds on a timely basis to office inquiries and work flow, which includes redirection of documents for information or action
• Gathers information pertinent to develop first draft of communiqués
• Researches and compiles information and assists in the development of reports, routine correspondence and/or presentations for the Director.
• Sets up, maintains and monitors electronic e-mails and paper office filing systems.
• Arranges meetings either face-to-face, teleconferences or videoconferences.
• Prepares agendas, minutes and necessary documents for meetings and follows up on action items.
• Approves time off requests through Quadrant Self Service, on behalf of the Director.
• Assists with the fostering of relationships and acts as a liaison between the Directors office and both internal and external partners.
• Provides administrative support to committees chaired by the Director and other members of the team.
• Problem solves within the scope of role to support the Director.
• Develops and processes statistical reports as directed.
• Ensures the Director has the necessary materials/documentation available in advance of scheduled meetings.
• Arranges Directors business travel arrangements.
• Receives external complaints from external stakeholders; analyzes and forwards it to the appropriate Director/Manager for follow up.
• Completes and reconciles all mileage claim forms for the Director.
• Responsible to maintain and update information on the Intranet and extranet as it relates to their portfolio.
• Coordinates and undertakes special projects as assigned.
• Excellent conflict resolution skills to assist and support individuals with general and privacy complaints regarding patients, service providers and fellow staff members
• RFP preparation and coordination of activities and timelines.
• Administrative support (agenda, minute taking, catering, etc.) for Committee meetings.
• Coordinates and gathers information related to all required MOHLTC and Ontario Health atHome reporting and takes actions to ensure deadlines are met
• Provides administrative support to other Directors/Managers as required.
• Other duties as assigned
• Embody Ontario Health atHome mission, vision and values and apply quadruple aim (enhancing patient experience, enhancing provider/staff experience, improving value and improving populations health) to support continuous quality improvement in daily work
• Exemplify, embrace and intentionally promote an inclusive work environment where all are meant to feel they belong
• Continually demonstrate a commitment to create a positive culture of equity, inclusion, diversity and anti-racism