Title: Administrative Assistant - Nutrition

Department: Nutrition Patient Services

Position Number: 50067106

Hours of Work: Temporary Part-Time Position (Approximately 6 Months); Day Shifts

Salary: Class 02 - $29.28-$35.13 per hour

Union: Non-Union

Location: Kingston General Hospital Site

PRIMARY FUNCTION

The Administrative Assistant provides high-level administrative support by managing office operations and providing confidential, administrative support to the Director, Nutrition Services and management team with minimal direction by resolving administrative requests or issues and ensuring appropriate administrative polices are followed. This includes handling highly confidential information on a daily basis; documents and records management; preparation of correspondence and presentations; processing invoices and requisitions; arranging meetings; preparing agendas, producing minutes.

RESPONSIBILITIES & DUTIES INCLUDE:

• Provide support through calendar management, meeting preparation, file management Financial Reports, Payroll, and Statistical information related to charging of Food Supplies, Clinical Supplements, Invoicing of Food supplies and equipment as requested by Director. Maintaining current costing information, prepare all Financial Billing.

• Assist management with Staffing as it relates to Position Control Forms, Employee Set-up, Employee change forms, CARF.

• Manage Requests, Concerns, and Complaints. Minutes for Meeting Management.

• Inventory Management/Office Supplies, Uniforms.

• Filing; All Departmental Correspondence.

NOTE - The above duties are representative but are not to be construed as all-inclusive.

BASIC QUALIFICATIONS:

• Requires completion of Community College Diploma (2yr program) or equivalent.

• Completion of Community College Diploma (3yr program) or equivalent preferred.

• Minimum 2 year office experience in a fast –paced, self- directed, and team based environment.

• Considerable position related experience required.

• Significant position related experience preferred.

• Computers- Demonstrated proficiency with windows based office automation software including Word level 2, Excel Level 1, power point and access.

• Communication skills – Written and Verbal

• Problem Solving

• Demonstrated Windows (Word, Excel)

• Keyboarding 50 wpm

• Above average written and verbal communication

• Excellent Interpersonal Skills. Demonstrated ability to communicate effectively, courteous and tactful with all types of people.

• Demonstration ability to work independently

• Discretion and maturity in handling confidential matters.

• Strong organizational skills.

• Proven ability to attend work regularly.

• Satisfactory criminal reference check required.

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.

We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.