Entry level admin assistant Jobs in Oakville, ON

Job Description

• Creating and maintaining staff schedule for posting , for support services all three sites
• Making any inputs or revisions to e-schedule for vacation, stat days and time off requests.
• Replacing shifts and distributing shifts accordingly
• Ensures any time conflicts or staffing availability issues are forwarded for resolution
• Completes all staff replacements and records on Schedule Communication Log, daily rosters, and e-schedule
• Ensures proper staffing levels to prepare the schedule by generating the necessary data fields
• Other administrative duties as required
• Demonstrates active, personal, customer involvement; visibility; open-mindedness.
• Offers professional service to facility staff, internal and external customers, and suppliers.
• Promotes team orientation, effective communication and accountability. Maintains confidentiality and integrity.
• Coordinates and promotes the effective operations of the daily office activities including the input of payroll.
• Greet incoming calls by the use of phone etiquette standards to accurately dispatch calls to the designated service areas.
• Maintains effective hospital/facility relationships and communication to provide the excellent quality of service to the Hospital and Community
• Complies with organization, department specific and Human Resources policies and procedures. Possesses awareness of and willingness to learn about current regulatory agency/accreditation requirements and guidelines.
• Initiates and processes data input for Environmental Services, Plant Operations and Maintenance, Biomedical Engineering, Linen Distribution, Safety/Security, Materials Management and Transport requests in a prompt turnaround time.
• Ongoing learning and actively providing feedback on best practice.

Qualifications

• Minimum 3 years experience in a comparable position required
• Minimum 50 wpm typing speed required
• Proficient in the use of Microsoft Office applications including Word, Excel, and PowerPoint required
• Requires good organizational, interpersonal and communication skills.
• Experience working in a hospital setting preferred
• Demonstrates ability to effectively prioritize and organize multiple projects with strict deadlines
• Demonstrated tact, diplomacy and confidentiality
• Exceptional customer service skills
• Self-directed and able to work effectively with minimal supervision as well as within the Environmental Services Team
• Able to meet the physical demands of the position which requires frequent sitting, standing, bending, and reaching.
• Knowledge of the CUPE 815 Collective Agreement would be an asset
• Satisfactory employment and attendance record required

Additional Information

Hours: Monday to Sunday; Various Shifts (Hours are subject to change based on operational needs)

Salary: $31.147 to $38.907 per hour

Date Posted: October 27, 2026

Internal application deadline: November 3, 2026

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Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting.

Please note that while this job is posted on Halton Healthcare's career page, it may also appear on third-party job boards. These external platforms may use automated tools, including artificial intelligence, for candidate screening and matching. We do not control or influence these processes. To ensure your application is reviewed by our team, we recommend applying directly through our Halton Healthcare careers site.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providing accommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

The Ontario Public Hospitals Act mandates that hospitals establish health surveillance programs for all individuals working within the hospital. This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.