Summary of Duties:

It is expected that you work as a member of the team, interacting closely with your co-workers on a daily basis. The successful candidate will be responsible for:

• Providing administrative and secretarial support to:

  • Manager, Radiation Therapy
  • Professional Leader, Radiation Therapy
  • Radiation Therapy Supervisors

• Coordinating appointments, meetings, conferencing and maintaining electronic calendar for Manager

• Ensuring appropriate materials are prepared and brought forward for scheduled meetings, recording and transcribing meeting minutes, distributing meeting packages on a timely basis, arranging for appropriate audio-visual, teleconferencing and other equipment, arranging meeting rooms and other details

• Compiling appropriate data for meetings, reports, projects, and preparing presentations from draft notes/outlines as needed

• General office administration (i.e. managing phone calls, in-person and email inquiries from patients, staff, contractors, and the general public, filing, timesheets, requisitioning of supplies, new staff orientation, sorting incoming mail)

• Maintaining departmental files, including confidential files

• Preparing paperwork for Human Resources (new hires, leaves, resignations, salary increases, personnel file changes)

• Coordinating recruitment process – arranging interviews, preparing interview packages

• Inputing all departmental payroll hours

• Organizing social functions, retreats and events

• Maintaining department expense reports and facilitating reimbursement

• Other duties as assigned

Qualifications/Skills

• Completion of a relevant post-secondary Executive Assistant/Office Management Program and/or equivalent appropriate work experience required;
• Demonstrated advanced working knowledge of Microsoft software (Access, Word, Excel, Outlook, Power Point), and other office technology required;
• Excellent verbal communication and interpersonal skills required;
• Demonstrated excellent written communication skills and experience in taking meeting minutes required;
• Demonstrated ability to take initiative and act independently using sound judgment as well as accept direction;
• Superior organizational skills, accuracy and attention to detail required;
• Ability to balance multiple work demands, including time sensitive requests, in a fast-paced environment with frequently changing priorities;
• Excellent time-management skills;
• Tact and discretion in dealing with sensitive and confidential issues/files;