Administrative Assistant

Job Description

Are you highly organized, detail-oriented and able to work accurately in a busy environment with frequent interruptions?

Are you seeking a rewarding career that cares for others, in an organization that cares for you? You’re looking in the right place.

By applying your health care administrative support experience you will have the opportunity to play a key role in providing connected, accessible, patient-centered care and be supported by our collaborative team that includes over 8,000 regulated health care and other professionals.

As a valued team member, your mission will be to help our patients be healthier at home, while you benefit from our supports for professional growth, personal wellness and work-life balance.

What will you do?

Supporting the Directors Quality and Risk who hold provincial portfolios, this position provides key administrative support to the Quality and Risk team

Primary Responsibilities :

• Provide organized and proactive administrative support including preparation, review, processing and distribution of correspondence, presentations and reports
• Provide assistance in support of departmental initiatives, events, programs, processes, projects and reporting requirements
• Manage calendar of Director and Managers by scheduling meetings (including internal and external stakeholders as required), making adjustments as necessary based on changing needs and priorities
• Monitor confidential voicemail and ensure transition to most responsible person
• Organize materials and supplies for meetings and conferences; ensure that equipment is set-up and working for meetings as required.
• Create agendas, take minutes for established committees or in support of working groups / short term projects
• Support confidential quality of care reviews in follow-up to patient safety incidents including scheduling internal and external stakeholders, note taking and the development of draft reports for review / approval of the Quality and Risk Leaders
• Support internal complaints review process
• Maintain files, confidential records and tracking logs of escalated complaints and safety; compile confidential documents and prepare for external submissions, as required
• Support administrative processes for legal claims and HIROC insurance matters
• Manage Department specific MS Teams Channels
• Maintain and / or keep current division’s documents, policies and reports, as well as post and maintain current files on SharePoint
• Provide administrative support for policy system; may provide additional support for policy and procedure management
• Prepare and collate internal or external survey information, as required
• Gather background information to respond to enquiries from internal and external sources
• Generate and modify statistical reports, including from event reporting systems
• Monitor, maintain and process departmental invoices and budgetary records, reports and transactions (as required)
• Prepare travel or conference requests and post-travel expense reports
• Embody Home and Community Care Support Services ( HCCSS ) mission, vision and values and apply quadruple aim (enhancing patient experience, enhancing provider / staff experience, improving value and improving populations health) to support continuous quality improvement in daily work
• Utilize quality improvement tools to drive excellence in care and service delivery and to create a culture of continuous quality improvement
• Exemplify, embrace and intentionally promote an inclusive work environment where all are meant to feel they belong
• Continually demonstrate a commitment to create a positive culture of equity, inclusion, diversity and anti-racism

What must you have?

• Post-secondary Certificate or Diploma in Business Administration, general administration or related field (or equivalent combination of education and experience)
• A minimum of two years post-secondary preparation in Office or Business Administration, Project Coordination or other related program
• A minimum two years of recent related experience
• We have a mandatory COVID-19 vaccination policy. As a condition of employment, all employees are required to submit proof of COVID-19 vaccination status prior to start date.

What would give you the edge?

Knowledge :

• Advanced proficiency in word processing, spreadsheet, database, presentation, e-mail and scheduling using Microsoft Office applications (Microsoft Word, Excel, Access, PowerPoint, Outlook, Lync, Visio), Publisher) Adobe Professional.
• Two (2) to three (3) years’ experience providing administrative support to formal leaders, experience in a health care organization is an asset

Skills and Abilities :

• Advanced level of demonstrated proficiency in Microsoft Office including use of MS teams and applications, . Excel, Word and PowerPoint
• Proficient key-boarding and data entry skills
• Experience using Learning Management System (LMS), and / or SharePoint an asset
• Excellent customer service skills
• Ability to analyze information, problem-solve and make good decisions
• Accountable for own actions and decisions, making decisions within the scope of the position and referring issues / problems / events to the Director / Manager as required
• Flexible, adaptable and responsive to change
• Demonstrated ability to integrate information from a variety of sources into effective briefing materials, presentations, reports and summaries
• Strong verbal skills and ability to effectively engage stakeholders both virtually and in person
• Detail oriented, well organized and able to manage time and multi-task to accomplish a variety of tasks, sometimes with conflicting priorities and timelines
• Basic project management skills
• Basic experience in using quality improvement tools

Communication and Interpersonal Skills :

• Verbal and written communication skills that are clear, thorough, concise, accurate and timely
• Communicates directions and requests for information / material / action from the Director / Manager to appropriate individuals internal and external to Home and Community Care Support Services
• Interacts with all levels and a wide range of people including Ontario Health atHome employees, other Ontario Health atHome representatives, lawyers, Local Union office, elected officials, external organizations and the general public, to communicate generally straightforward information, while maintaining a positive image of the organization
• Handles sensitive and confidential information in a discreet and professional manner when discussing issues with other Ontario Health atHome staff or external partners
• Relays information and instructions from the Director / Manager to appropriate individuals for action
• Ensures effective and professional communications with all internal / external contacts
• Establishes positive relationships with key stakeholders, internal and external to Ontario Health atHome
• Shares information according to privacy and / or confidentiality guidelines
• Develops and maintains collaborative relationships at all levels of the organization in order to build trust and confidence in the services provided
• Respects ethnic, spiritual, linguistic, familial and cultural differences
• Ability to communicate in French or another language an asset

Hours of Work

Monday to Friday 8 : 30am to 4 : 30pm (35hrs / week)

We offer flexible work options, this position will have a hybrid model of work with a combination of in-office and telework.

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

Who are we?

We are Ontario Health atHome , ready to serve every person in Ontario. We partner with patients and caregivers, family physicians, hospitals, long-term care and retirement homes, service providers and Ontario Health Teams, to deliver responsive, accessible, integrated, patient-centered care.

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.

Equity, Inclusion, Diversity and Anti-Racism Commitment

Ontario Health atHome is committed to a culture of equity, inclusion, diversity and anti-racism. We are committed to attracting, engaging and developing a workforce that reflects the diverse communities we serve.

We welcome and encourage applications from all qualified applicants. Accommodations for persons with disabilities required during the recruitment process are available upon request.

All applications will be reviewed; however, only those selected for an interview will be contacted. Ontario Health atHome Champlain welcomes and encourages applications from people with disabilities.

Accommodations are available on request for candidates taking part in any aspects of the selection process.