Administrative Assistant - Ambulatory Care

Providing administrative assistant support Clinical Program teams by facilitating daily operations through support of the Program Directors with administrative and clerical functions including:

• Assist with coordinating virtual and inperson meetings/presentations/special events/projects/educational sessions including ordering catering arranging room setup supporting technology agendas minutes and supporting materials.
• Calendar management for Program Directors and Chiefs/Program Medical Directors
• Ensures submission to internal groups and outside agencies are completed and deadlines met
• Responsible for coordinating and attending Program meetings and take minutes. 
• Register staff for conferences and make arrangements for travel/accommodation.
• Assist in the development and preparation of reports presentations and correspondence leveraging technology and following Halton Healthcare templates and policies
• Interacting with vendors Purchasing and Accounts Payable departments to ensure timely payment of invoices.
• Receiving/prioritizing mail phone and email messages on behalf of the Director.
• Performing payroll time entry. Assist with scheduling staff vacation coverage.
• Advanced knowledge of software used at Halton Healthcare including supporting others with questions or training
• Support Program Director with recruitment (schedule interviews prepare packages and other administrative aspects of recruitment.
• Assist with the coordination of onboarding of new program leaders and Nurse Practitioners
• Respond to urgent requests from staff in timely manner and direct inquiries to other areas as appropriate.
• Support physician scheduling in hospital system
• Act as first point of contact for the Program/Department and respond to a diverse range of internal and external inquiries with confidentiality
• Document retention and organization in accordance with applicable policies.
• Efficiently managing and ordering supplies
• Reconcile corporate credit card accounts monthly
• Coordinate ICT/Environmental Services requests  
• Review and coordinate updates to Fan out lists and Department/Program distribution lists

Qualifications :

Halton Healthcare is seeking individuals who are competent in their chosen profession; patient/customer focused; team players; effective communicators; caring and respectful and fiscally responsible. 

• Office administration diploma from a recognized college or equivalent experience required
• Minimum of 3 years of experience as an Administrative Assistant working for multiple people an asset
• Experience in a hospital setting preferred
• Medical terminology certificate or equivalent experience required
• Minimum 50 wpm typing speed required
• Demonstrates tact diplomacy and ensures confidentiality is maintained
• Excellent knowledge of computer software programs and applications i.e Word Excel Outlook PowerPoint
• Experience in eSchedule/API and Meditech considered an asset
• Excellent time management and interpersonal skills
• Demonstrated commitment to patient and customer service 
• Understanding and commitment to the hospitals mission and values; Demonstrates caring and respect; treats each and every coworker patient or family member with understanding and kindness and hold in high regard and respond appropriately to the needs of self and others
• Excellent verbal and written communication skills
• Satisfactory employment and attendance record
• Must be physically able to do the job

Additional Information :

Hours:  Monday to Friday Days(Hours subject to change based on operational requirements)

Salary: $26.49 $33.11 per hour

Date Posted: March 6 2025

Internal Applicants Due By: March 13 2025

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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 wed like to hear from you. Please attach your current resume directly to this posting.

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.

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.

Remote Work :

No

Employment Type :

Contract