Admin Assistant CM 4M Medicine

Job summary

Provides administrative support to the 4M-Medicine unit and other Medicine units, including correspondence, scheduling, meeting coordination, records management, payroll data entry, and invoice review. Supports staff and departmental activities, maintains unit resources and quality metrics, and contributes to process improvement while handling confidential information.

Job details

Job Description This new and exciting position will be reporting to the Clinical Manager of 4M-Medicine. In addition, the position will be providing support to 4M-Medicine and other Medicine Units. This role is best suited for someone who understands or is keen to learn about the complex work that occurs in face-paced medical units and support by ensuring the unit(s) run smoothly. This role is best suited for someone who wishes to lend their innovative solutions, organizational skills, keen attention to detail, and interest in improving and streamlining processes to support complex clinical areas. Duties And Responsibilities General office duties include sorting mail, phone, fax and email correspondence, maintaining computer and paper filing systems, arranging courier services, photocopying, ordering supplies, equipment maintenance, packages, and presentations and monitoring office activities Reviewing and verifying purchased service invoices for unit(s) Maintains staff master schedule templates, creates schedule drafts, and reviews staff requests Schedules meetings (in person or virtual via Zoom), books rooms through the hospital's Scheduler Plus system, records and distributes minutes, agendas and other materials Attends relevant meetings as directed by CM and take minutes, distribute materials, invite attendees, etc. Provides excellent customer service and serves as a front-line representative and communication relay person for the department Creates/formats/photocopies slides, handouts and presentation materials Arranges for interviews and interview packages Maintains personnel files and staff database summaries for training and certification Maintains binders/unit resources, formats policies and procedures, and keep physical copies up to date Schedules and organizes performance appraisals and educational initiatives Supports data entry of biweekly payroll Assists with execution of departmental events by booking rooms, catering, arranging advertising, and room set up and take down Maintains currency of quality boards and other unit based metrics Continuously seeks opportunities for quality improvement to ensure optimal departmental operations Confidential communications and access to confidential information will be a key component of this role. Any other responsibilities as requested by the Managers Qualifications Graduate of a recognized office Administration program and/or an equivalent combination of education and experience Minimum of 2 years of progressively responsible secretarial/administrative experience, preferably in a hospital setting, is an asset Proven proficiency in the use of computers with advanced knowledge of Microsoft Word, PowerPoint, Excel, Outlook Electronic mail, SJHC systems including scheduling system and payroll Excellent interpersonal and verbal/written communication skills. Ability to work independently and to manage competing workloads. Demonstrated ability to work co-operatively and in a team environment. Ability to employ highly organized and systematic work habits Ability to work independently and to manage competing workloads in a calm manner Demonstrated initiative and is a self-starter Demonstrated ability to problem solve and multi-task in a busy environment Demonstrated ability to prioritize work based on competing demands from multiple CMs Demonstrates meticulousness and ability to perform self-checks for errors Knowledge of medical terminology would be a definite asset Demonstrated commitment to providing exceptional customer service Satisfactory attendance record. 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. #IND1

What you’ll do

Provides administrative support to the 4M-Medicine unit and other Medicine units, including correspondence, scheduling, meeting coordination, records management, payroll data entry, and invoice review. Supports staff and departmental activities, maintains unit resources and quality metrics, and contributes to process improvement while handling confidential information.

Requirements

Requires graduation from a recognized office administration program or equivalent education and experience, with at least two years of progressively responsible administrative experience preferred, ideally in a hospital. Candidates should have advanced Microsoft Office skills, strong communication and organizational abilities, sound judgment, and the ability to work independently and manage competing priorities; medical terminology is an asset.

Listed skills

• Customer service · Preferred
• written communication · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Office Administration · Preferred
• Multitasking · Preferred
• Prioritization · Preferred
• Microsoft Word · Preferred
• scheduling · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Administration
• Scheduling
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Excel
• Microsoft Outlook
• Written Communication
• Verbal Communication
• Organization
• Attention To Detail
• Customer Service
• Problem Solving
• Multitasking
• Prioritization
• Meeting Coordination
• Confidentiality

Job areas

• Administrative
• Healthcare
• Customer Service & Support

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