Join us in building a world of possibility! Holland Bloorview Kids Rehabilitation Hospital is Canada’s largest pediatric rehabilitation hospital, and a top 40 Canadian research hospital. Serving over 9,000 families annually in both inpatient and outpatient programs and services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in three successive quality surveys by Accreditation Canada.

Holland Bloorview’s vision is to support the most meaningful and healthy futures for all children, youth and families. We are an academic hospital, fully affiliated with the University of Toronto. All clinical staff are expected to contribute to the academic agenda through one or more of the following activities: supervising students, teaching, academic service, scholarship and research.

POSITION

This role provides executive level administrative support for five paediatric physicians as well as oversight of Medical Education Program (Peds Learners: Clerkship, TTR, Medical Student Electives, Genetics and Family Medicine Learners, Physiatry Residents). This role involves significant breadth, scope, and responsibility. This incumbent will act as an ambassador for the Medicine & Academic Affairs Team as well as Holland Bloorview.

Key Responsibilities

• Maintain, organize, prioritize workload for Physicians
• Transcribe and edit reports and letters for Physicians as required
• Support the administrative coordination up to five learners at a time (i.e: space/equipment requests, creating and updating rotation schedules, acting as the first point of contact for quieries etc...)
• Triage and facilitates prompt service to support Physicians in the daily care of clients and families
• Works closely with other medical administrative staff and supports other Physicians as required
• Maintain Canadian Common CV, academic CV and WebCV to ensure publications, external grants, presentations/ lectures talks, trainee supervision etc. is up to date and accurate
• Complete day-to-day assignments, special projects, etc. within a specific timeframe, adjusting priorities and workload as required
• Provide assistance and support to other staff when requested, i.e. completing special projects
• Organize local and international meetings and conferences
• Coordinate travel arrangements
• Arrange meeting rooms, catering and audio visual and equipment services for meetings/training and events.
• Coordinate internal and external events, information sessions and symposiums
• Produce professional documents and presentations
• Maintain an accurate and easily accessible filing system
• Knowledgeable of legal requirements regarding the retention and release of information, and the archiving of information
• Knowledgeable about the organization and acts as an information resource
• Deals efficiently and effectively with emergency calls and situations
• Prepares agendas, records and distributes minutes
• Participate on committees as requested and/or voluntarily as appropriate
• Follow and support the organization’s policies and procedures
• Liaises with Information Systems, Finance and Human Resources
• Orders supplies
• Triages faxes and physical mail
• Other duties as assigned

Qualifications

• Minimum of 5 years executive administrative experience in a healthcare environment
• Experience working with physicians in an executive admin capacity with familiarity updating curriculum vitae (CVs).
• Graduate of a college program or equivalent; Medical Administration diploma an asset
• Able to work independently as well as possess a strong sense of “team” approach
• Able to work in a fact paced environment with frequent interruptions
• A well cultivated critical thinker:
  • Raises vital questions and problems, formulating them clearly and precisely
  • Communicates effectively with others in figuring out solutions to complex problems
• Proactive with exceptional project coordination skills
• Strong organizational skills
• High level of attention to detail
• Significantly skilled with MS Office Products: Excel, Word Power Point Visio and Outlook able to:
  • Generate Excel spreadsheets with advanced formatting and filtering options
  • Create Word documents with advanced formatting and layouts. Ability to use mail merge and track changes
  • Produce impactful customized PowerPoint presentations
  • Use enhanced MS Outlook calendar management options
• Ability to use and trouble-shoot with audiovisual equipment
• Familiarity with post graduate web evaluation and registration (POWER) tools an asset