Department Administrative Assistant-Facilities

at  Trillium Health Partners

Job Description:
Position: Department Administrative Assistant-Facilities
Dept: Facilities Operations
File #: 2024-36977
Role Level: AC05 $27.59-$34.50 (plus vacation & benefits)
Status: Permanent Full-Time
Shift: Monday-Friday / 0800-1600
Site: Credit Valley Hospital
Posted: March 27, 2024
Internal Deadline: April 3, 2024

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital and the Queensway Health Centre, Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.
Our Mission: A New Kind of Health Care for a Healthier Community
Our Values: Compassion, Excellence, Courage
Our Goals: Quality, Access, Sustainability

Our Enablers: People, Education, Innovation, Research

• The location of any vacancy/position may be changed or reassigned as per operational needs

Job Duties and Responsibilities:

Reporting to the Manager of Facilities; the Admin Assistant supports Corporate goals and objectives, duties include but not limited to:

• Payroll entry, expense report management, processing invoices and purchase orders, meeting and event coordination, rooms booking.
• Update calendars and appointments.
• Maintain staff vacation calendar for payroll entries, as per the Collective Agreement CUPE LOCAL 5180 and various payroll codes. Including overtime list (OT), OT equalization and variances.
• Acts as primary, Facilities contact for staff and contractors for general enquiries, work request and disseminates/prioritizes requests as necessary
• Manage work orders, office stationary inventory, invoices, purchase orders, requisitions,
• Main contact for all work request follow ups, phone inquiries, email inquiries;
• Answer all incoming calls for the department and delegate accordingly to correct party;
• Main contact for all contractors coming on site – ensuring sign in and I.D. badges are worn;
• Maintain various Policies and Procedures;
• Place all necessary repair calls to contractors i.e. elevators, nurse call systems, problems with plant equipment (chillers, R/O system, building automation system) etc.
• Composition of letters and memos as directed;
• Prioritize and allocate all work requests to trades and follow up;
• Allocate, Print and Distribute monthly Preventative Maintenance work orders
• Completes other related duties as assigned.

KEY QUALIFICATIONS:

• College certificate or administrative training equivalent required
• Maintenance experience in a Health care Facilities is an asset;
• Knowledge of Microsoft Office (Outlook, MS Teams, Word, Excel, PowerPoint required);
• Knowledge of Meditech, Basware and procurement policies;
• Must be extremely detail oriented;
• Excellent communication and organizational skills;
• Demonstrates a high degree of initiative, self-direction and ability to multitask in a fast paced environment;
• Able to work independently and as part of a team to meet timelines and accomplish goals;
• Satisfactory attendance and performance required;
• Ability to work flexible hours;

SKILLS AND ABILITIES

• Strong ability to work independently and proactively with minimal direction
• Strong verbal and written communication skills
• Excellent interpersonal and organizational skills
• Exceptional time management and prioritization skills
• Strong customer service skills
• Proactive thinker with demonstrated ability to apply sound judgement
• Strong problem solving, critical thinking, analytical and conflict resolution skills
  Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.
  To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca
  Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.
  Candidates are selected on the basis of their skill, ability, experience and qualifications.
  Where these factors are relatively equal seniority shall govern providing the successful applicant.
  Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.
  In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.
  All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.
  Trillium Health Partners is identified under the French Language Services Act.

• Payroll entry, expense report management, processing invoices and purchase orders, meeting and event coordination, rooms booking.
• Update calendars and appointments.
• Maintain staff vacation calendar for payroll entries, as per the Collective Agreement CUPE LOCAL 5180 and various payroll codes. Including overtime list (OT), OT equalization and variances.
• Acts as primary, Facilities contact for staff and contractors for general enquiries, work request and disseminates/prioritizes requests as necessary
• Manage work orders, office stationary inventory, invoices, purchase orders, requisitions,
• Main contact for all work request follow ups, phone inquiries, email inquiries;
• Answer all incoming calls for the department and delegate accordingly to correct party;
• Main contact for all contractors coming on site – ensuring sign in and I.D. badges are worn;
• Maintain various Policies and Procedures;
• Place all necessary repair calls to contractors i.e. elevators, nurse call systems, problems with plant equipment (chillers, R/O system, building automation system) etc.
• Composition of letters and memos as directed;
• Prioritize and allocate all work requests to trades and follow up;
• Allocate, Print and Distribute monthly Preventative Maintenance work orders
• Completes other related duties as assigned