Full Time Administrative Assistant to the Patient Services Managers

Job Description

CARE AND BE CARED FOR THIS IS YOUR HOME

Reporting to the Managers, Patient Services, you will be responsible for providing administrative support of substantial scope and complexity to the Managers.

This includes preparing and maintaining a variety of documents, confidential correspondence, reports, presentations and related materials, attending meetings, and other related duties as assigned.

What will you do?

Administrative Support

• Receive, screen and make telephone calls in a courteous manner, taking appropriate action and follow up
• Compose, copy and distributey letters, memos and emails
• Complete correspondences promptly and accurately
• Establishe and maintain correspondence files
• Arrange, schedule and maintain appointments
• Communicate information and messages between all departments
• Maintain office supplies, prepare and ensure materials are up to date
• Facilitate and organize projects
• Transcribe messages precisely and timely if required for future legal matters
• Create presentations in various software programs
• Receive and prepare large mail outs for internal and / or external stakeholders
• Photocopy documents and materials, format documents in a variety of platforms

Organization of Meetings

• Arrange meetings including booking of meeting rooms, MS Teams meetings and teleconferences
• Coordindate room set up and audiovisual equipment
• Prepare audio visual equipment used for meetings and presentations
• Compose and circulate agendas in advance for meetings
• Confirm list of attendees as necessary
• Take minutes when required, followed by preparation and distribution following meetings and carries out follow-up as required

Statistical Reports

• Prepare multiple graphs, charts and other statistical material
• Create and provide assistance in the design and preparation of statistical reports for data analysis
• Compile and maintain on call information, ERL information, on / off hold information and discharge service and waitlist information

Resource

• Provide assistance in the design and preparation of forms and manuals, including electronic fillable forms
• Maintain patient services forms on the Intranet and in SharePoint
• Notify staff regarding form revisions
• Order, print and distribute departmental forms
• Design and create forms and documents as requested for use by management and staff
• Order and maintain a supply of Ontario Health atHome brochures, non-Ontario Health atHome application forms from outside agencies and / or services and other printed resource material

Patient Safety

• Promotes patient safety in alignment with the Vision, Mission, Values and Strategic Directions of Ontario Health atHome
• Works within the basic principles of patient safety by doing the right thing for the right patient, using the right method at the right time
• Adheres to Ontario Health atHome patient safety policies and procedures

What must you have?

• Post-secondary certificate or diploma in Office Administration or equivalent experience
• 3 years experience in progressively responsible, related clerical / administrative positions

What would give you the edge?

• Experience related to patient care
• Superior administrative and minute taking skills
• Good understanding of privacy and confidentiality
• Proficiency with technology including Microsoft Office (ACCESS, Word, Excel, PowerPoint, Outlook, Publisher, Intranet, SharePoint, Lync), Ontario Health atHome patient applications and other software as required by the position (.

HRIS for Human Resources)

• Ability to operate a variety of office machines and equipment including copier, fax, laminating and binding machines
• Excellent verbal and written communication and interpersonal skills
• Prioritization, organizational and time management skills; attention to detail
• Problem-solving and decision making skills
• Strong customer service skills
• Flexibility
• Self-motivated and initiates follow-up as required
• Demonstrated analytical abilities and judgement
• Ability to ensure accuracy in creating and amending contracts and other documents
• Ability to research using the internet
• Ability to work independently as well as in a team setting

Hours of Work

Monday to Friday 8 : 30am to 4 : 30pm, subject to change. You will be required to be on site at the Burlington and / or Hamilton branch as needed.

Equity, Inclusion, Diversity and Anti-Racism Commitment

Ontario Health atHome is committed to a culture of equity, inclusion, diversity and anti-racism. We are committed to attracting, engaging and developing a workforce that reflects the diverse communities we serve.

We welcome and encourage applications from all qualified applicants. Accommodations for persons with disabilities required during the recruitment process are available upon request.

All applications will be reviewed; however, only those selected for an interview will be contacted.