Administrative Assistant - Office of Professional Practice

• Provide comprehensive administrative support to the Director Managers and Professional Practice Clinicians.
• Organize and coordinate daily / monthly priorities and activities within the Professional Practice including scheduling meetings managing walk-in and phone inquiries and managing calendars (as required).
• Monitor and prioritize incoming correspondence inquiries and requests ensuring timely response or redirection.
• Develop meeting materials and agendas attend meetings take minutes and assist with updating action items for upcoming meetings. 
• Provide general department support to the of Professional Practice teams.
• Support data collection database management and reporting.
• Assist in preparation of communications briefing notes and Power Point presentations
• Maintain and process time sheets/attendance and entering payroll
• Coordinate and support quality improvement initiatives hospital wide.
• Support monthly interprofessional orientation with scheduling of presenters and new hire package preparation
• Support the preparation formatting and editing of professional practice documents (policies procedures presentations reports).
• Assist in the creation of briefing notes reports and resource materials for committees and leadership.
• Support project coordination by monitoring timelines maintaining project trackers and following up on deliverables.
• Support affiliation agreement approval process. Maintain records and monitor for upcoming affiliation agreement requirements.
• Support Director Professional Practice & CPIO in regulatory reporting requirements.
• Other duties as assigned
• Coordinate registration for workshops and courses as required
• Manage the Connections sites for the Office of Professional Practice
• Coordinate the Donor Designated Funds tuition reimbursement program quarterly submission
• Coordination and distribution of Student badges
• Administrative support for the Clinical Student program
• Track professional development activity for ministry reporting
• Provide support for clinical staff recognition activities
• Report regular expense reports and credit card purchasing logs
• Maintain and Order office equipment and supplies

Qualifications :

Halton Healthcare endeavors to hire individuals who exemplify our mission vision and values of accountability respect and compassion which guide our individual behaviours and attitudes.

• Office administration diploma from a recognized college or equivalent experience required
• Minimum of 3 years of experience as an Administrative Assistant in a fast paced and deadline-driven environment required
• Experience working in an administrative capacity in a hospital setting preferred
• Advanced technical skills in Microsoft Office applications including Outlook Word Excel PowerPoint required
• Extensive experience coordinating meetings taking minutes and preparing agendas preferred.
• Demonstrates ability to effectively prioritize and organize multiple projects with strict deadlines
• Demonstrated tact diplomacy and confidentiality
• Exceptional customer service skills
• Superior interpersonal and communication skills both oral and written combined with a customer-focused approach and ability to handle requests in a professional diplomatic confidential and tactful manner.
• Self-directed and able to work effectively with minimal supervision
• Demonstrated commitment to ongoing learning and able to learn new tasks quickly
• Able to meet the physical demands of the position which requires frequent sitting standing bending and reaching
• Satisfactory employment and attendance record require

Additional Information :

Status: Permanent Full-time

Hours:  Monday to Friday; 7.5 hour day shifts; 0800 - 1600 (Hours subject to change based on operational requirements)

Salary: $27.280 to $34.100

Date Posted:  August 21 2025

Internal Applicants Due By: August 28 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 :

Full-time