Job Details:

Administrative Assistant - 201-20

Job Details
Open Date Oct 05 2020 - 03:53:00 PM Close Date Nov 21 2020 - 11:59:00 PM
Position Title Administrative Assistant - 201-20 Posting Type Administration
Posting Status Active Position Length Full Time
Department Group Patient Services Hours per Week 37.5 hours per week; due to the nature of this position applicants must be flexible to work additional and varied hours may as required.
Department Patient Services Openings 1
Education College Diploma Experience 5 years
Union Position No

Description

Administrative Assistant

Requisition: #201-20

Job Type: Full Time

Vacancies: 1

Department: Patient Services

Employee Group: Non-union

Job Description

In 2015, Bridgepoint Active Healthcare, Circle of Care, Lunenfeld-Tanenbaum Research Institute and Mount Sinai Hospital, came together to form Sinai Health– and leverage our collective expertise and create a system that better responds to the changing needs of our patients, families and clients. Sinai Health has a bold vision and strategy for the future: To create Canada's leading integrated health system pushing the boundaries to realize the best health and care from healthy beginnings to healthy aging for people with complex health needs.

A key enabler of this vision is Sinai Health’s People Plan – which provides an explicit commitment to our people about our commitment to creating a workplace culture and environment that is safe, caring, equitable, compassionate and accountable in order to ultimately provide optimal care to patients and their family caregivers.

To support us on our journey, Sinai Health is looking for an Administrative Assistant to support the Senior Clinical Program Directors for Rehabilitation and Ambulatory Care and Complex Medical Services.

Job Outline

The Administrative Assistant is responsible for providing high-level administrative and organizational advanced support to the Clinical Directors and is an integral part of the team. The Administrative Assistant supports the service atmosphere and attitude that exemplifies the values and professionalism of Clinical Directors and the mission and vision of Sinai Health.

Job Requirements

Office Management

  • Establishes and organizes an efficient and effective structure for the operation of the office for the Clinical Directors
  • Provides advanced secretarial support in all functions including organization of work, correspondence, communication with the public and Hospital staff, and the undertaking of special projects
  • Undertakes and co-ordinates function planning and special projects as assigned, including capital planning.
  • Establishes and maintains well organized filing system for the Clinical Directors
  • Opens, screens and redirects, as appropriate, using professional discretion and judgement, incoming mail addressed to the Clinical Directors, highlighting pertinent information; takes action on routine matters
  • Prioritizes mail and incoming reports, etc. for the Clinical Directors and ensures that matters are dealt with in the required timeframe(s)
  • Keeps abreast of and deploys appropriate and up-to-date technological office support systems and advance word processing skills with respect to software, communications, filing, etc. to ensure the most effective and efficient operation of the office
  • Provides all other administrative functions for the Clinical Directors as required

Document Preparation and Data Collection

  • Prepares and provides, in advance, documents, files and presentations required by the Clinical Directors for meetings, conferences, telephone calls, etc.
  • Drafts written documents and proof reads correspondence on behalf of the Clinical Directors including reports, letters, responses, memorandums and the preparation of      presentation material while ensuring accuracy and appropriateness of presentation formats, etc.
  • Prepares and maintains confidential documents
  • Prepares requisitions e.g. capital budget, purchase orders, petty cash
  • Collects, summarizes, organizes and maintains accurate information related to clinical department activities as directed by Clinical Directors
  • Collects, summarizes, organizes and maintains accurate information related to clinical department activities as directed by Clinical Directors

Scheduling

  • Manages the Clinical Directors’ appointment schedule, including co-ordinating and scheduling internal and external appointments, utilizing professional judgement in establishing priorities and consulting with the Clinical Directors, as appropriate
  • Ensures that the Clinical Directors are aware of changes to and maintains schedule
  • Schedules meetings, books space, tracks items for agendas, prepares agendas, co-ordinates material for distribution and records minutes for meetings, including committees/task forces for the Clinical Directors, with a high degree of accuracy
  • Coordinates the schedule for completion of performance appraisals

Communication and Correspondence

  • Facilitates and organizes communication and liaison with internal staff and departments and external clients of Bridgepoint Hospital, e.g. members of external committees, managers in other health care organizations
  • Provides initial assessment and response, as appropriate, to patient/family/staff concerns directed to the Clinical Directors and either redirects, responds to, or refers to the      Clinical Directors
  • Responds to internal and external requests for information in a timely manner

Qualifications

  • Successful completion of a College or university diploma/degree preferably in office administration or a related field
  • Minimum 5 years of experience working in a large complex organization (hospital or university setting considered an asset) in a senior office administrative role; preferably reporting directly to a director
  • Advanced computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, and Internet
  • Strong organizational, problem solving and judgment skills
  • Polished, professional interpersonal skills
  • Self-directed, detail oriented and dependable
  • Demonstrated initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously
  • Superior communication skills, both written and verbal
  • Flexible with a high level of accountability and proven capability to work with highly sensitive and confidential information
  • Prepared to respond to a fast-paced changing environment requiring flexibility with respect to working hours
  • Demonstrated satisfactory work performance and attendance history

Salary To be determined

Open Date: October 5, 2020

Posting Deadline: November 21, 2020

Interested applicants are invited to apply through our website at: http://www.bridgepointhealth.ca/en/join-our-team/careers.asp    

Applications received after the Closing Date will not be considered.

Sinai Health is committed to fostering a culture and environment that is safe, caring, equitable, compassionate and accountable in order to provide optimal care to patients and their family caregivers. As such, all employees will follow safe work practices and comply with the roles and responsibilities that are outlined with respect to health and safety policies, procedures and training. In accordance with Sinai Health policy and legislated health and safety requirements, employment is conditional upon the verification of credentials, completion of a health review, and demonstrating proof of immunity and vaccination status of vaccine-preventable diseases.

Sinai Health is a scent sensitive environment and all members of the community are expected to refrain from wearing or using scented products while visiting or working at any Sinai Health site. We also support a barrier-free workplace supported by Sinai Health's accessibility plan, accommodation and disability management policies and procedures. Should you require accommodation at any point during the recruitment process, including accessible job postings, please call the Accommodation Phone Line at 416-586-4800 ext. 7050 or email HiringProcessAccommodation.msh@sinaihealthsystem.ca