Senior Administrative Assistant, Development and Rehabilitation- Temporary, Full Time
About the role
POSITION SUMMARY
The Senior Administrative Assistant is responsible for providing administrative and coordination support to the program’s management team while ensuring efficient operations of the office and confidential matters.
RESPONSIBILITIES
- Maintaining calendars and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities for the Director and Managers of the program.
- Making arrangements for meetings, scheduling rooms, arranging and confirming attendance, preparing materials, taking minutes, and other logistical details as required.
- Maintaining continuous awareness of the program and CHEO activities in order to interpret and direct inquiries.
- Initiating action on matters that require response or appropriate follow-up to ensure appropriate action has been taken, includes proposing draft replies.
- Receiving and screening calls by assessing their urgency, providing information required, or following up as required.
- Researching, collating, analyzing and summarizing information, as assigned on specific topics.
- Taking on special projects as assigned by the Director/Managers including coordinating activities, organizing functions.
- Liaising with internal and external stakeholders.
- Establishing and maintaining various internal office systems such as tracking key deadlines, electronic databases, tracking systems, processing mail, monthly reports, bring forward systems and confidential files.
- Supporting Director and Managers with financial functions such as payment requisitions, cheque deposits, travel requests and claims, reconciling accounts, monitoring and tracking activity reports, providing monthly reports.
- Supporting Director and Managers with human resources processes including hiring, orientation, onboarding, workstations/offices.
- Effectively managing paper and electronic records and files, to meet legislative requirements and allow for easy retrieval by members of the department.
- Prepare and proofread documents for grammar and spelling on behalf of director and managers.
- Entering information into payroll system
- Supporting peers with others duties as assigned.
QUALIFICATIONS
- College diploma in Office Administration (Essential)
- University Degree in relevant field (Preferred)
- Minimum three (3) years of experience in progressively responsible administrative functions (Essential)
- Communicate effectively and concisely, both orally and in writing (Essential)
- Comprehensively and efficiently use software including word processing, spreadsheet, presentation and mail, at an intermediate/advance level. (Essential)
- Take accurate notes or minutes of meetings and transcribe to final products. (Essential)
- Use standard office equipment including voicemail system, photocopier, fax machines, etc. (Essential)
- Ability to anticipate needs, as well as plan and prioritize work. (Essential)
- Ability to take initiative and work independently with minimal direction. (Essential)
- Strong organizational skills and paying attention to detail and accuracy. (Essential)
- Exercise sounds judgement, discretion and a high degree of confidentiality. (Essential)
- Working knowledge of applicable occupational health and safety legislation, general
- knowledge of corporate and departmental policies and procedures related to health and safety. (Essential)
- Bilingualism (English and French) (Preferred)
- Criminal Record Check (Essential)
* Experience and formal training combined with demonstrated performance and ability may substitute for academic requirements
Should you require accommodation during any phase in the recruitment process, please contact Human Resources at
TalentAcquisition@cheo.on.ca . All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.
CHEO is committed to providing a safe environment for staff, patients, and visitors. Consistent with that commitment, all applicants must be fully vaccinated against COVID-19 to be considered for any staff or volunteer opportunities. Applicants are also strongly encouraged to receive their COVID-19 booster shots when eligible to protect against the spread of COVID-19. Upon hiring, presentation of government issued documentation confirming full vaccination must be provided, or presentation of supporting documentation of a valid medical contraindication or other reasonable consideration pursuant to the Ontario Human Rights Code.
About CHEO
Dedicated to helping children and youth live their best lives, CHEO is a global leader in pediatric health care and research. Based in Ottawa, CHEO includes a hospital, children’s treatment centre, school and research institute, with satellite services located throughout Eastern Ontario. CHEO provides excellence in complex pediatric care, research and education. We are committed to partnering with families and the community to provide exceptional care — where, when and how it’s needed. CHEO is a founding member of Kids Health Alliance, a network of partners working to create a high quality, standardized and coordinated approach to pediatric health care that is centred around children, youth and their families. Every year, CHEO helps more than 500,000 children and youth from Eastern Ontario, western Quebec, Nunavut and Northern Ontario.
Senior Administrative Assistant, Development and Rehabilitation- Temporary, Full Time
About the role
POSITION SUMMARY
The Senior Administrative Assistant is responsible for providing administrative and coordination support to the program’s management team while ensuring efficient operations of the office and confidential matters.
RESPONSIBILITIES
- Maintaining calendars and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities for the Director and Managers of the program.
- Making arrangements for meetings, scheduling rooms, arranging and confirming attendance, preparing materials, taking minutes, and other logistical details as required.
- Maintaining continuous awareness of the program and CHEO activities in order to interpret and direct inquiries.
- Initiating action on matters that require response or appropriate follow-up to ensure appropriate action has been taken, includes proposing draft replies.
- Receiving and screening calls by assessing their urgency, providing information required, or following up as required.
- Researching, collating, analyzing and summarizing information, as assigned on specific topics.
- Taking on special projects as assigned by the Director/Managers including coordinating activities, organizing functions.
- Liaising with internal and external stakeholders.
- Establishing and maintaining various internal office systems such as tracking key deadlines, electronic databases, tracking systems, processing mail, monthly reports, bring forward systems and confidential files.
- Supporting Director and Managers with financial functions such as payment requisitions, cheque deposits, travel requests and claims, reconciling accounts, monitoring and tracking activity reports, providing monthly reports.
- Supporting Director and Managers with human resources processes including hiring, orientation, onboarding, workstations/offices.
- Effectively managing paper and electronic records and files, to meet legislative requirements and allow for easy retrieval by members of the department.
- Prepare and proofread documents for grammar and spelling on behalf of director and managers.
- Entering information into payroll system
- Supporting peers with others duties as assigned.
QUALIFICATIONS
- College diploma in Office Administration (Essential)
- University Degree in relevant field (Preferred)
- Minimum three (3) years of experience in progressively responsible administrative functions (Essential)
- Communicate effectively and concisely, both orally and in writing (Essential)
- Comprehensively and efficiently use software including word processing, spreadsheet, presentation and mail, at an intermediate/advance level. (Essential)
- Take accurate notes or minutes of meetings and transcribe to final products. (Essential)
- Use standard office equipment including voicemail system, photocopier, fax machines, etc. (Essential)
- Ability to anticipate needs, as well as plan and prioritize work. (Essential)
- Ability to take initiative and work independently with minimal direction. (Essential)
- Strong organizational skills and paying attention to detail and accuracy. (Essential)
- Exercise sounds judgement, discretion and a high degree of confidentiality. (Essential)
- Working knowledge of applicable occupational health and safety legislation, general
- knowledge of corporate and departmental policies and procedures related to health and safety. (Essential)
- Bilingualism (English and French) (Preferred)
- Criminal Record Check (Essential)
* Experience and formal training combined with demonstrated performance and ability may substitute for academic requirements
Should you require accommodation during any phase in the recruitment process, please contact Human Resources at
TalentAcquisition@cheo.on.ca . All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.
CHEO is committed to providing a safe environment for staff, patients, and visitors. Consistent with that commitment, all applicants must be fully vaccinated against COVID-19 to be considered for any staff or volunteer opportunities. Applicants are also strongly encouraged to receive their COVID-19 booster shots when eligible to protect against the spread of COVID-19. Upon hiring, presentation of government issued documentation confirming full vaccination must be provided, or presentation of supporting documentation of a valid medical contraindication or other reasonable consideration pursuant to the Ontario Human Rights Code.
About CHEO
Dedicated to helping children and youth live their best lives, CHEO is a global leader in pediatric health care and research. Based in Ottawa, CHEO includes a hospital, children’s treatment centre, school and research institute, with satellite services located throughout Eastern Ontario. CHEO provides excellence in complex pediatric care, research and education. We are committed to partnering with families and the community to provide exceptional care — where, when and how it’s needed. CHEO is a founding member of Kids Health Alliance, a network of partners working to create a high quality, standardized and coordinated approach to pediatric health care that is centred around children, youth and their families. Every year, CHEO helps more than 500,000 children and youth from Eastern Ontario, western Quebec, Nunavut and Northern Ontario.