Admin Assistant CLM - Trauma & Neurosurgery

Job summary

Provides administrative, analytical, financial, and office management support to the Trauma & Neurosurgery Clinical Manager and Trauma Services portfolio. Coordinates schedules, meetings, records, payroll data, projects, and educational events, including on-site support and occasional travel.

Job details

Provides administrative support to the Trauma & Neurosurgery Clinical Manager and Trauma Services portfolio. In this role, the Administrative Assistant - CLM will be an integral part of the Trauma & Neurosurgery team, ensuring optimal care for patients, visitors and staff. Duties & Responsibilities General office duties include maintaining and updating the staff schedules, sorting mail, phone, fax and email correspondence, maintaining computer and paper filing systems, arranging courier services, photocopying, ordering supplies, equipment maintenance, preparing and typing documents, packages, and presentations, bill payments and requisition procedures, petty cash, and monitoring office activities Schedules meetings, books rooms through the hospital's Scheduler Plus system, records and distributes minutes, agendas and other materials Provides excellent customer service and serves as a front-line representative and communication relay person Assists with special projects and other duties as assigned Create slides, handouts, overheads and presentation materials; Arrange for interviews; Maintain personnel files and staff database summaries for training and certification; Data entry of the biweekly payroll, quality control; Provide high level administrative, analytical, and financial and office management support in coordination of major SMH trauma related academic activities, injury prevention programs and the Trauma Services Office. Shared responsibility in special projects/program management and initiatives. Responsible for coordination and event planning activities for Trauma Program educational events and courses (internal and external) The individual in this role will also be assigned to special projects as they arise Onsite support for educational offerings that will require some weekend work or extended work days. Some travel to offsite educational offerings also required. Any other responsibilities as requested by the Manager. Qualifications Secretarial/administrative experience acquired through a 2 year secretarial program and/or equivalent combination of education and experience. Minimum of 2 years administrative experience in a Hospital setting required. Proven computer ability with advanced knowledge of Microsoft Word, Access, PowerPoint, Excel, Electronic mail, SMH systems including scheduling system, payroll and ADT registration system required. Excellent interpersonal, communication and organizational skills. Organizational skills and knowledgeable in managing highly prioritized projects simultaneously in order to ensure all projects are running smoothly. Experience in coordination of projects and establishment of highly functional teams with diverse stakeholders across distances through various mediums (meetings, teleconferencing, webcasts, etc) Strong written and verbal communications skills and employ highly organized and systematic work habits. Ability to work independently and to manage competing workloads. Ability to take control of large complex projects, with demonstrated superior organizational skills, initiative, problem solving and creative thinking. Demonstrates initiative and is a self starter. Demonstrated ability to problem solve and multi-task in a busy environment. Demonstrated ability to work co-operatively and in a team environment. Knowledge of medical terminology would be a definite asset. Demonstrated commitment to providing exceptional customer service. Must have excellent attendance/punctuality record. Previous experience working in Trauma & Neurosurgery environment 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.

What you’ll do

Provides administrative, analytical, financial, and office management support to the Trauma & Neurosurgery Clinical Manager and Trauma Services portfolio. Coordinates schedules, meetings, records, payroll data, projects, and educational events, including on-site support and occasional travel.

Requirements

Requires a two-year secretarial program or equivalent education and experience, plus at least two years of administrative experience in a hospital setting. Candidates need advanced Microsoft Office and hospital-system skills, strong organization and communication abilities, and the capacity to manage competing priorities independently and collaboratively.

Listed skills

• Project Coordination · Preferred
• Customer service · Preferred
• written communication · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Scheduling
• Meeting Coordination
• Event Planning
• Project Coordination
• Microsoft Word
• Microsoft Access
• Microsoft PowerPoint
• Microsoft Excel
• Payroll Data Entry
• Financial Administration
• Records Management
• Customer Service
• Written Communication
• Verbal Communication
• Medical Terminology

Job areas

• Administrative
• Healthcare
• Customer Service & Support
• Management & Leadership