Administrative Assistant – Coordinated Access

Company Description

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.

Job Description

• Organize and coordinate daily / monthly priorities and activities within the Coordinated Access and Self-management program, including supporting manager with calendar management and scheduling of meetings.
• Develop meeting materials and agendas, attend meetings, take minutes and assist with updating action items for upcoming meetings.
• Provide general department support to the Coordinated Access teams.
• Ensures efficient operation of the office, including functional supervision for lower classified clerical position
• Assist in preparation of communications, briefing notes and Power Point presentations
• Maintain and process time sheets/attendance and entering payroll and absence reporting
• Coordinate and support quality improvement initiatives across programs.
• Coordinate registration for workshops and trainings as required
• Provide necessary technical support for Zoom/TEAMs platforms for meetings/webinars/workshops/trainings
• Manage the websites utilized by the various programs under manager portfolio
• Administrative support for the Self Management program
• Report regular expense reports and credit card purchasing logs
• Maintain and Order office equipment and supplies
• Act as the liaison for all programs at Bristol Circle to manage facility related complaints/issues and communication with building management
• Other duties as assigned

Qualifications

Halton Healthcare endeavors to hire individuals who exemplify our mission, vision and values of accountability, respect and compassion which guide our individual behaviours and attitudes.

• Office administration diploma from a recognized college or equivalent experience required
• Minimum of 3 years of experience as an Administrative Assistant in a fast paced and deadline-driven environment required
• Experience working in an administrative capacity in a hospital setting preferred
• Advanced technical skills in Microsoft Office applications including Outlook, Word, Excel, PowerPoint required
• Extensive experience coordinating meetings, taking minutes, and preparing agendas preferred.
• Demonstrates ability to effectively prioritize and organize multiple projects with strict deadlines
• Demonstrated tact, diplomacy and confidentiality
• Exceptional customer service skills
• 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.
• Self-directed and able to work effectively with minimal supervision
• 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
• Satisfactory employment and attendance record require

Additional Information

Hours: Monday to Friday, 7.5 hour day shifts, 0800-1600, some evening work may be required (Hours are subject to change based on operational requirements)

Salary: $26.49 – $33.11 per hour

Date Posted: October 29, 2024

Internal Applications due by: November 5, 2024

REF1216M

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.

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.

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.

Company Description

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.

Job Description

• Organize and coordinate daily / monthly priorities and activities within the Coordinated Access and Self-management program, including supporting manager with calendar management and scheduling of meetings.
• Develop meeting materials and agendas, attend meetings, take minutes and assist with updating action items for upcoming meetings.
• Provide general department support to the Coordinated Access teams.
• Ensures efficient operation of the office, including functional supervision for lower classified clerical position
• Assist in preparation of communications, briefing notes and Power Point presentations
• Maintain and process time sheets/attendance and entering payroll and absence reporting
• Coordinate and support quality improvement initiatives across programs.
• Coordinate registration for workshops and trainings as required
• Provide necessary technical support for Zoom/TEAMs platforms for meetings/webinars/workshops/trainings
• Manage the websites utilized by the various programs under manager portfolio
• Administrative support for the Self Management program
• Report regular expense reports and credit card purchasing logs
• Maintain and Order office equipment and supplies
• Act as the liaison for all programs at Bristol Circle to manage facility related complaints/issues and communication with building management
• Other duties as assigned

Qualifications

Halton Healthcare endeavors to hire individuals who exemplify our mission, vision and values of accountability, respect and compassion which guide our individual behaviours and attitudes.

• Office administration diploma from a recognized college or equivalent experience required
• Minimum of 3 years of experience as an Administrative Assistant in a fast paced and deadline-driven environment required
• Experience working in an administrative capacity in a hospital setting preferred
• Advanced technical skills in Microsoft Office applications including Outlook, Word, Excel, PowerPoint required
• Extensive experience coordinating meetings, taking minutes, and preparing agendas preferred.
• Demonstrates ability to effectively prioritize and organize multiple projects with strict deadlines
• Demonstrated tact, diplomacy and confidentiality
• Exceptional customer service skills
• 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.
• Self-directed and able to work effectively with minimal supervision
• 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
• Satisfactory employment and attendance record require

Additional Information

Hours: Monday to Friday, 7.5 hour day shifts, 0800-1600, some evening work may be required (Hours are subject to change based on operational requirements)

Salary: $26.49 – $33.11 per hour

Date Posted: October 29, 2024

Internal Applications due by: November 5, 2024

REF1216M

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.

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.

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.

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