Job Description

Providing administrative assistant support Clinical Program teams by facilitating daily operations through support of the Program Directors with administrative and clerical functions including:

- Assist with coordinating virtual and in-person meetings/presentations/special events/projects/educational sessions including ordering catering, arranging room set-up, supporting technology, agendas, minutes and supporting materials.

- Calendar management for Program Directors and Chiefs/Program Medical Directors

- Ensures submission to internal groups and outside agencies are completed and deadlines met

- Responsible for coordinating and attending Program meetings and take minutes.

- Assist in the development and preparation of reports, presentations and correspondence leveraging technology and following Halton Healthcare templates and policies

- Interacting with vendors, Purchasing and Accounts Payable departments to ensure timely payment of invoices.

- Receiving/prioritizing mail, phone and e-mail messages on behalf of the Director.

- Performing payroll time entry. Assist with scheduling staff vacation coverage.

- Advanced knowledge of software used at Halton Healthcare including supporting others with questions or training

- Support Program Director with recruitment (schedule interviews, prepare packages, and other administrative aspects of recruitment.

- Assist with the coordination of onboarding of new program leaders and Nurse Practitioners

- Respond to urgent requests from staff in timely manner and direct inquiries to other areas as appropriate.

- Act as first point of contact for the Program/Department and respond to a diverse range of internal and external inquiries with confidentiality

- Document retention and organization in accordance with applicable policies.

- Efficiently managing and ordering supplies

- Reconcile corporate credit card accounts monthly

- Coordinate ICT/Environmental Services requests

- Review and coordinate updates to Fan out lists and Department/Program distribution lists

Qualifications

- Halton Healthcare is seeking individuals who are competent in their chosen profession; patient/customer focused; team players; effective communicators; caring and respectful and fiscally responsible.

- Office administration diploma from a recognized college or equivalent experience required

- Minimum of 1 years of experience as an Administrative Assistant working for multiple people an asset

- Experience in a hospital setting preferred

- Medical terminology certificate or equivalent experience required

- Minimum 50 wpm typing speed required

- Demonstrates tact, diplomacy and ensures confidentiality is maintained

- Excellent knowledge of computer software programs and applications i.e Word, Excel, Outlook, PowerPoint

- Experience in eSchedule/API and Meditech considered an asset

- Excellent time management and interpersonal skills

- Demonstrated commitment to patient and customer service

- Understanding and commitment to the hospital’s mission and values; Demonstrates caring and respect; treats each and every coworker, patient or family member with understanding and kindness and hold in high regard and respond appropriately to the needs of self and others

- Excellent verbal and written communication skills

- Satisfactory employment and attendance record

- Must be physically able to do the job

Additional Information

Hours: Monday to Friday, 7.5 hour day shifts; (Hours are subject to change based on operational needs)

Salary: $31.147 to $38.907 per hour

Date Posted: October 1, 2026

Internal application deadline: October 8, 2026