POSITION SUMMARY:

The primary role of the Administrative Assistant is to conduct the business support functions of the office of the Senior Clinical Program Director Rehabilitation and Palliative Care. This includes providing administrative, clinical, organization and secretarial support at the Director level. This role requires daily communication both internally and externally to Unity Health Toronto. The role also includes facilitating meeting schedules and committee work arising from these offices.

MAJOR RESPONSIBILITES:

• Drafts, types and edits memorandums, letters, presentations, reports, minutes/agendas, and policies and procedures;
• Design, development and implementation of documents (flyers, templates, event timeline, charts, power point), formatting forms (chart audits, flowsheets), etc.
• Organizes, maintains and prioritizes schedules of the Senior Clinical Program Director;
• Plans meetings, projects and conferences;
• Types agenda and minutes for assigned meetings;
• Collects and reports statistical information for reporting of quarterly and annual reports;
• Performs other clerical duties such as filing: photocopying, faxing, and mailing;
• Acts as the front line contact for internal and external customers who would like to make contact with the Senior Clinical Program Director;
• Triages issues, and acts to achieve solutions prior to the Senior Clinical Program Director becoming involved;
• Assists with recruitment initiatives within the departments;
• Prepares departmental payroll;
• Oversees some accounts receivables and payables;
• Ensure continuous coordination and support of quarterly and monthly quality and program meetings;
• Provides ad hoc administrative support to the operational leaders;
• Completes other duties and special projects as assigned.
• Respond to urgent issues in a timely manner, e.g.: critical incidents; staff issues and public relations etc.
• Monitor upcoming emergency situations and assist in coordinating supports, communicating and implementing processes.
• Coordinate correspondence priorities and deadlines.
• Develop and maintain extensive filing systems, both for hard copy documents and electronic documents as required by the Senior Clinical Program Director.

QUALIFICATIONS/SKILLS REQUIRED:

• Graduate of a recognized Office Administration program or equivalent;
• Minimum of five (5) years' administrative experience;
• Proven experience with various software applications, such as Microsoft Office, Word, Excel, PowerPoint, Outlook and Payroll Systems;
• Excellent organizational, analytical, attention to details and problem solving skills;
• Excellent communication (written & verbal) and interpersonal skills coupled with a strong customer service orientation;
• Strong diplomacy skills;
• Strong track record of establishing positive internal/external relationships;
• Ability to multi-task and work well under pressure;
• Familiarity with medical credentialing processes an asset;

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.