Administrative Assistant

Halton Healthcare’s vision of exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians, volunteers and visitors. We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities of Oakville, Milton and Halton Hills. As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care.

This role will report to the Director, P3 Contract Management, Security and Parking and provide administrative support primarily to the P3 Contract Management, Security, Parking, and Emergency Preparedness teams.

Responsibilities

Creating, editing and managing documents, correspondence and policies with guidance from team members,; Answering and directing phone calls to relevant staff,; Scheduling and managing meetings and appointments (in person and virtual),; Assembling meeting materials, preparing for and attending meetings and taking meeting minutes,; Maintaining and updating files and electronic records,; Working on and assisting projects (under the guidance of management team members),; Payroll entry,; Issuing purchase orders and ordering office supplies,; Tracking expenses and assembling expense report,; Assembling credit card/p card logs,; Being a point of contact and responding to requests from a range of staff and external stakeholders,; Liaising with various departments within the hospital such as finance, IT and other administrators,; Improving and/or creating administrative processes,; Promoting effective communication and problem-solving.; Maintaining a strong sense of confidentiality integrity and accountability.; Other duties as assigned.

Requirements

Office Administration Diploma required,; Minimum of 3 years experience in a comparable position required (combination of education and experience will be considered),; Proficient in the use of Microsoft Office applications including Word, Excel, PowerPoint, Visio and Acrobat required,; Experience with virtual meeting/work platforms such as Microsoft Teams, Zoom and similar platforms,; Experience supporting multiple functional units concurrently preferred,; Experience working in fast paced environments with competing priorities,; Experience recording and interpreting minutes of meetings required,; Demonstrates ability to effectively prioritize and organize multiple projects with strict deadlines,; Demonstrated tact, diplomacy and confidentiality,; Exceptional customer service skills,; Exceptional follow-up skills,; Self-directed and able to work effectively with minimal supervision,; Effective organization and time management skills,; Able to meet the physical demands of the position which requires frequent sitting, standing bending, and reaching,; Exemplary employment and attendance record required.