Senior Administrative Assistant - General Medicine

Job Description

Reporting to the Director, Medicine, Critical Care and Respiratory Therapy, this role provides administrative and clinical support to the identified Clinical Directors.

ACCOUNTABILITIES:

• Able to work seamlessly in both administrative and clinical domains, providing organized and efficient support for the identified Clinical Directors.
• Prepare and coordinate patient files, reports and appointments, such that clinic schedules and workflow is optimized for the clinician, patient and other services providers involved
• Manage and provide administrative requirements including the coordination of calendars, preparation of meeting materials and file management
• Create and format documents, templates, forms, reports, spreadsheets, and presentations; compose correspondence; manage databases using office software, publishing software and digital graphics
• Prepare and communicate meeting agendas as well as document and follow-up on meeting minutes and action items
• Schedule complex multi-party meetings, including audio-visual equipment and catering services as required and liaise with external parties
• Develop and maintain paper and electronic filing systems, including filing of confidential information
• Conduct background research, internet searches, compile data and prepare reports as requested
• Coordinate program or department submissions for events, such as accreditation and incident management
• Draft memorandums, letters and email correspondence and prepare routine reports
• Coordinate the repair and maintenance of office equipment and maintain adequate supplies
• Set-up system, security access and parking access for new hires supporting the program
• Process finance expense forms to maintain accountability; process stipends, etc
• Process payroll for selected program staff
• Procure and orders supplies and equipment, and manage storage and facilitate maintenance of items

Qualifications

QUALIFICATIONS:

• Possess college diploma/certificate in office administration
• Three to five years of administrative experience within a clinical environment, with knowledge of clinical workflow
• Proven track record supporting leaders and clinicians with multiple, competing priorities
• Ability to work independently, interdependently and adaptable to change
• Advanced proficiency with Microsoft Office, the internet and electronic data management systems (Meditech experience an asset)
• Demonstrated excellent interpersonal communication (oral, verbal and English comprehension) and the ability to interact with staff, support services, physicians and external parties at all levels, as a team player
• Experience in conducting background research and internet searches
• Exceptional organizational and time management skills within a fast-paced environment
• Demonstrated ability to maintain a fast work pace, managing multiple priorities with strict deadlines, while maintaining a positive attitude
• Demonstrated diplomacy in working with others, employing a cooperative approach with a focus on customer service
• Creative problem-solving skills and ability to exercise good judgment without direction
• Enthusiastic about learning and adapting to changing responsibilities
• Demonstrated interest in advancing the effectiveness of the division and program
• Previous experience in a physician's patient care office setting an asset
• Flexibility in work hours
• Must demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration
• Adaptable to travel between Osler sites, if required

Additional Information

Hours: Currently Days, 8 hour shifts (subject to change in accordance with operational requirements)

Salary:
Minimum: $32.53 per hour
Maximum: $40.65 per hour

Internal application deadline: September 18, 2026

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at human.resources@williamoslerhs.ca.

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.