Senior Administrative Assistant, Regular Full Time, Patient Services, Labelle

at  Ontario Health atHome

Job Description:CARE AND BE CARED FOR – THIS IS YOUR HOMEWHAT WILL YOU DO?
Reporting to the Director, Patient Services, this position is the first point of contact to the Director acting as liaison between staff and clients and the Director. The Senior Administrative Assistant provides a wide range of administrative support to the Director and team and/or other Executives, depending on Ontario Health atHome Champlain requirements.

EDUCATION AND EXPERIENCE:

• Secondary school graduation diploma required
• Minimum two (2) year post-secondary education and training in Office Administration / Business Administration or related programs
• Minimum three (3) years of related experience OR
• An equivalent combination of education and experience deemed acceptable to the Ontario Health atHome Champlain
  What would give you the edge?

KNOWLEDGE:

• Strong understanding of general office/administrative processes, procedures and protocols
• Advanced keyboarding skills and proven proficiency with software programs in the Microsoft Office Suite
• Ability to compile data and prepare routine material from general instructions
• Ability to recognize, handle and protect highly sensitive and confidential information
• Effective minute taking, writing, proofreading and editing skills
• General understanding of Ontario Health atHome Champlain services provided, programs and business objectives
• Knowledge and experience within the health care system considered an asset

SKILLS AND ABILITIES:

• Ability to work well in a team environment
• Demonstrated highly developed communication skills
• Ability to handle sensitive and confidential information in a discreet and professional manner
• Excellent listening skills to relay information and instructions from the Director to appropriate divisional managers for action, when taking minutes at meetings or assessing staff/client needs
• Excellent time management and organizational skills.
• Ability to exercise tact and discretion when responding to requests for information and client complaints
• Demonstrated ability to collaborate with administrative staff/peers to resolve problems, cooperate on tasks, or suggest changes to current practices and procedures
• Oral and written fluency in English is required. Fluency in French is considered an asset.
  Hours of Work
  Monday to Friday – 8:30am to 4:30pm (37.5hrs/week)
  Position Location
  4200 Labelle Street, Ottawa ON
  What do we offer?

We know wellness is supported with work-life balance. In an inclusive culture committed to support your passion for continuous learning, growth and innovation, we offer:

• Attractive comprehensive compensation packages and benefits
• Valuable development opportunities
• Membership in a world class defined benefit pension plan

WHY JOIN US?

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 the Director’s calendar (schedules meetings and makes adjustments as necessary based on changing needs and priorities to resolve scheduling conflicts)
• Receives, reviews, prioritizes incoming material/requests, refers to Director or business unit for action as appropriate, follows-up on outstanding items and supports these activities during the Directors absence
• Receives phone calls from a variety of internal and external sources, handles routine matters on own initiative and refers others to the Director or appropriate business unit as required
• Identifies and discusses non-routine items with Director to discuss action required and relays instructions to appropriate area
• Identifies contentious issues and ensures Director is informed
• Under the direction of the Director, conducts information gathering and basic research, and compiles, audits data/statistics and summarizes information
• Proof-reads, edits, formats and drafts a variety of documents from rough notes or Director’s instructions in compliance with policies and procedures
• Submits expense claims and registration fees, and maintains control of expenditure accounts
• Establishes and maintains electronic and manual filing systems, ensures security of information and maintains confidential access
• Prints, photocopies, faxes, collates, distributes and retrieves documents/files
• Prepares, maintains, and distributes information such as on-call schedules, membership databases, distribution lists, directories and other reports as required
• Provides support with special projects and other related duties to support operational needs of the organization as assigned by the director or delegate
• Organizes meetings/conferences/seminars and associated logistics and materials
• Records, transcribes and distributes minutes of meetings
• Makes travel arrangements for director when required
• Collates information to a succinct usable form
• Supports operations and communication through outreach to partners and leadership team members under the direction of the Director
  Team/Department: Patient Services
  Hours of work: 8:30am to 4:30pm (37.5hrs/week)