Senior Administrative Assistant - Emergency Services

Company Description

One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of patient-inspired health care without boundaries.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today!

Job Description

William Osler Health System (Osler) is offering an Administrative Assistant position within the Emergency Services portfolio reporting to the Director of Emergency Services.  This role works closely with and supporting the Chief of Emergency Services and Leadership Team, including Site Chiefs and Clinical Service Managers.   The role supports scheduling needs, physician-related needs (e.g., CPSO chart review, on-call invoicing, CTU resident scheduling, physician business meeting support, education rounds, physician scheduling, etc.) that is central to Emergency Services. The role supports Emergency Services in areas related to quality, committee work, data collection / presentation, evaluation survey support and shared administrative support for clinical services managers (e.g., paramedic offload report, contact lists, clerical onboarding and access, project support, asset and supply management, reimbursement process, etc.).

In addition to the above, key responsibilities include interacting with individuals at all levels of the organization, scheduling, attending and recording various meetings; preparing and collating  all necessary materials and agendas; corresponding via letters, proposals, manuals and reports; collecting and reviewing statistics such as attendance, vacation, workload; maintaining electronic files; supporting the Emergency Services Quality program, including case reviews and adhering to Osler documentation requirements; and other related duties as assigned. Travel between sites is required when needed.

Through this role, you will be exposed to confidential information including strategic and operational work across the portfolio as a valued and integral part of the Emergency Services team.

Qualifications

• Minimum of 5 years recent experience in an administrative assistant position in a health care environment
• Graduate of a Secretarial/Administrative Assistant program is an asset
• Advanced proficiency in computer skills including Outlook, Word, Excel, Power Point and Access, Payroll
• Proficient in calendar management, scheduling, minute taking and document management
• Ability to maintain human resources files, and assist in preparation for recruitment and onboarding of new team members
• Ability to manage a budget, including reconciliation of credit card statements and management of department purchasing
• Ability to work independently and collaboratively within a team
• Strong attention to detail, organizational and time management skills required
• Demonstrated excellent and proactive interpersonal, communication (written, verbal and English comprehension) and customer service skills.
• Ability to write and/or edit correspondence
• Sound organizational skills with demonstrated ability to problem-solve and to handle multiple priorities in a fast-paced work environment while managing competing projects
• Proven ability to work independently and meet deadlines with minimum supervision
• Sound judgment
• Excellent attendance, punctuality and work record
• Develop and maintain paper and electronic filing systems, including filing of confidential information
• Demonstrated diplomacy in working with others, employing a cooperative approach with a focus on customer service
• Maintains confidentiality at all times
• Able to travel between and work at all hospital sites

Additional Information

Hours: Monday to Friday, Days – some evenings or early mornings may be required (subject