Administrative Assistant - Emergency at Halton… · Oakville

Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers.  We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care.

Providing administrative assistant support to the Emergency Program by facilitating daily operations through support of the Program Director with administrative and clerical functions including:

Calendar Coordination

• Manages calendars for multiple leaders, anticipates scheduling conflicts, and proactively adjusts priorities to optimize daily operations and prepare leaders for upcoming commitments
• Anticipates scheduling conflicts and proactively adjusts priorities to align with program needs

Supporting Leaders

• Keeps multiple program leaders individually informed on their projects and status of work
• Plans weekly touch-base meeting to confirm daily priorities, clarify assignments, get answers to questions, or resolve open issues.
• Ensures submissions to outside agencies (e.g. OH, EMS, etc.) are completed and deadlines met
• Assists with internal report preparation (e.g. board reports, OH reports)
• Preparing and editing executive level communications (briefing notes, PowerPoint presentations, statistical data, etc.)
• Supports creation of visual and digital communications using tools such as Canva, Visio, and advanced PowerPoint features
• Supports program interprofessional education and professional development events
• Supports program PCMs/PPLs as needed
• Administrative support for the Program Medical Director/Chief.
• Acts as a program coordination hub by tracking initiatives, monitoring follow-through on deliverables, and supporting program planning activities including Gantt charts and project timelines

File Management

• Creating Maintaining program’s confidential files and records; indexing, filing, retrieving and archiving files for storage in accordance with the Hospital’s Records Management System and protocols, and ensuring naming convention facilitating ready retrieval of files
• Creates, organizes, and manages SharePoint sites and Microsoft Teams file structures to support program-wide communication and collaboration

Meeting Preparation and Implementation

• Manages all aspects of meetings, including preparation, facilitation, and follow-up, ensuring action items are completed and outcomes tracked
• Works skillfully with outside peers to coordinate external engagements, logistics, presentations and regional activities.
• Coordinates performance reviews with Program Director and direct reports, and Program Chief and ED Physicians
• Supports development and coordination of workshops, seminars, and program events, including preparation of materials, agendas, and interactive content

Communication

• Promotes a “healthy” work spirit and culture
• Drafts program updates, newsletters, summary responses, and briefing notes for internal and external stakeholders

Service Delivery

• Orders supplies and materials as needed
• Arranges for completion of work orders e.g.: IT issues, furniture moves etc.
• Completes payroll and payroll adjustments; Reviewing and entering timesheets into Time and Attendance system (Meditech / E-Scheduling system)
• Perform financial administrative support for the Director including preparation of travel expense reports, initiating purchase requisitions, completion and submission of invoices for payment
• Assists with preparations for interviews i.e. room booking, coordination with candidates, preparing packages etc.
• Assists with onboarding of new team members
• Arranges ‘Lunch & Learns’ for staff
• Supports corporate activities as needed
• Proactively identifies operational improvements and process efficiencies, supporting both leaders and program staff to maintain seamless operations

• Office administration diploma from a recognized college or equivalent experience required
• Minimum of 3 years of experience as an Administrative Assistant supporting multiple executives in a fast paced and deadline-driven environment required
• Experience working in an administrative capacity in a hospital setting preferred
• Medical terminology certificate or equivalent experience required
• Advanced technical skills in Microsoft Office applications including Outlook, Word, Excel, PowerPoint required
• Experience with Microsoft Teams, SharePoint, Canva, Visio, and digital collaboration tools
• Experience using Microsoft Visio and Project would be an asset
• Minimum 50 wpm typing speed required
• Extensive experience taking minutes of meetings required
• Demonstrates ability to effectively prioritize and organize multiple projects with strict deadlines
• Demonstrated ability to anticipate needs and proactively manage competing priorities across multiple leaders
• Demonstrated tact, diplomacy and ensures confidentiality is maintained
• Demonstrated commitment to customer service
• Experience in eSchedule/API and Meditech considered an asset
• Superior interpersonal and communication skills both oral and written combined with a customer-focused approach and ability to handle requests in a professional, diplomatic, confidential and tactful manner.
• Demonstrated commitment to ongoing learning and able to learn new tasks quickly
• Able to meet the physical demands of the position which requires frequent sitting, standing, bending and reaching
• Excellent employment and attendance record required
• Understanding and commitment to the hospital’s mission and values
• Excellent verbal and written communication skills, excellent interpersonal skills
• Strong work ethic, self-directed, proactive problem-solving, and able to anticipate and manage competing priorities across multiple leaders in a fast-moving, complex program environment

REPOST

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

Salary:  $30.462 to $38.051 per hour

OPEN UNTIL FILLED

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Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting.

Please note that while this job is posted on Halton Healthcare's career page, it may also appear on third-party job boards.  These external platforms may use automated tools, including artificial intelligence, for candidate screening and matching.  We do not control or influence these processes.  To ensure your application is reviewed by our team, we recommend applying directly through our Halton Healthcare careers site.  

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providing accommodations for applicants with disabilities.  In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

The Ontario Public Hospitals Act mandates that hospitals establish health surveillance programs for all individuals working within the hospital. This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment.  This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare.  Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.