Administrative Assistant - Medical Administration

We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka.

Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen.

As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada.

Job Summary

The Administrative Assistant is responsible for providing administrative and organizational support to the Director of Medical Administration and Academic Affairs, Department Chiefs and Physician Leaders.

This includes ensuring efficient day-to-day support by providing high quality administrative support while ensuring up-to-date office support systems are in place and workflow, schedules, and correspondence are managed effectively.

The Administrative Assistant provides a variety of confidential and time-sensitive advanced administrative duties, often within competing time frames.

Takes a proactive approach and works collaboratively with other members of the team. Must be able to prioritize multiple tasks and manage own workflow to ensure quality and efficiency.

The Administrative Assistant will provide complex and confidential administrative support in a dynamic environment, and function with a high degree of attention to detail, quality, accuracy and prioritization of work in a team setting.

Primary Responsibilities

• Greets and guides members of the medical staff, hospital staff and the public seeking services from Medical Administration
• Provides a connection between the medical staff and the hospital to optimize their satisfaction and experience in the hospital practice environment
• Assesses and anticipate the needs of the Director / Managers / Physician Leaders and be comfortable with making independent decisions based on knowledge of current situations
• Prepare agendas, managing communications and materials, and following-up on outstanding action items.
• Coordinate meetings and prepare high quality concise minutes
• Coordinates activities with Chiefs / Physician Leader external office involved in the physicians’ practice
• Manages and maintains the Director, Chiefs and Physician Leader administrative schedules
• Assists Director with Physician Leadership Orientation
• Assists Director with development of Academic Affairs
• Support the organization, activity and educational development of the medical staff
• Maintains electronic physician database (CMARS)
• Assists with annual reappointment process
• Special projects as required

Qualifications

• Successful completion of a Medical Administration diploma or related discipline from a recognized Community College
• 3-5 years of recent secretarial or assistant experience at a senior level or equivalent combination of education and experience
• Demonstrated proficiency with MS Office Excel, Word, PowerPoint, Outlook, Adobe, database applications
• Proficient minute taker with an ability to prepare high quality concise minutes
• Excellent communication (oral, written, and telephone) and interpersonal skills with a well-developed customer service focus : dealing effectively with internal customers
• Proven effective organizational abilities, using self-direction and sound judgment to prioritize workload and to coordinate multiple and competing demands and deadlines
• Proven ability in handling sensitive and confidential issues and information in a professional manner
• Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders.
• Demonstrated individual leadership skills
• Proven attendance record as per the Attendance Support Policy #HA30 and Procedure #HA35
• Recent hospital administrative experience preferred
30+ days ago