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Job Description :

Position: Senior Administrative Assistant

File #: 2022-27328

Status: Permanent Full-Time

Wage Grid: AC07 ($30.29 to $37.83)

Dept/Health Program: Patient Care Services

Site(s): Credit Valley Hospital (with availability to work at all sites as required)

Posted: June 2, 2022

Internal Deadline: June 9, 2022

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital and the Queensway Health Centre, Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.

Our Mission : A New Kind of Health Care for a Healthier Community

When we set out to build our vision and future, we connected with our community - patients, families, visitors, physicians, staff and volunteers. The foundational goals of our new strategic plan - quality, access and sustainability - anchor everything we do. Our mission for a new kind of health care is built on an inter-connected system of care organized around patients - inside and outside the hospital.

At THP, we are relentless in providing high quality, compassionate care to our communities and take great pride in fostering an inclusive and accessible environment and we are all accountable for contributing to a healthy, safe and respectful environment for healing and promoting excellence in patient care though advancing patient and staff safety. If you are passionate about what you do, motivated to improve the health of the community, committed to excellence, quality and patient safety we would like you to join our Better Together team!

JOB PURPOSE AND SUMMARY

This position reports directly to the Vice President (VP), Patient Care Services and supports the VP, a Program Director and the Program Chief and Medical Director of Anesthesiology. A high achieving, self-motivated individual with exceptional organizational skills and demonstrated commitment to customer service will excel in this position. You must possess the ability to work in a fast-paced and constantly changing environment and be able to disseminate complex information in order to maintain effective working relationships with the VP, Program Director and all internal and external stakeholders. You are proactive, dynamic and able to anticipate the needs of those you support.

RESPONSIBILITIES INCLUDE

Organizes, coordinates and prioritizes daily activities for the VP, Program Director and Program Chief and Medical Director Anesthesiology, including detailed daily calendar management, scheduling meetings and day to day administrative oversight;

  • Prepares and edits executive level communications, briefing notes and PowerPoint presentations;
  • Represents the office of the VP when communicating with CEOs, senior leadership and their assistants at THP, partner hospitals and Ontario Health;
  • Requests and tracks deliverables from direct reports and support services;
  • Supports meetings and committees as requested including preparing and executing meeting materials, taking minutes, tracking action items and all aspects of meeting preparation, i.e. room booking and set up, catering and media support;
  • Coordinates yearly performance reviews within portfolio;
  • Manages and monitors payroll reports, tracks vacations as required and completes monthly expense reports;
  • Manages supplies and equipment ordering, invoicing and securing of approvals from management;
  • Responsible for device management within the department, including, but not limited to phones, mobile devices, computers, copiers and laptops;
  • Manages and tracks document and contract approval and sign-off processes;
  • Liaises with members of senior leadership and various departments of the hospital as necessary;
  • Establishes and maintains effective partnerships with internal and external stakeholders;
  • Establishes and maintains effective relationships with management, program leadership, professional staff and staff across the organization;
  • Other duties and special projects to support the programs within the portfolio may be assigned from time to time;
  • Regular full time position, with flexibility to work outside of regular business hours to meet stakeholder needs as necessary;
  • Travel between all three sites of Trillium Health Partners is required.

JOB SPECIFICATIONS

Knowledge & Experience

  • College certificate or administrative training equivalent required;
  • Minimum 3 to 5 years of experience in a hospital or other health care related field;
  • Minimum 5 to 7 years of experience in providing senior level administrative support;
  • Proven ability to support multiple leaders and manage competing priorities.

Skills and Abilities

  • Strong ability to work independently and proactively with minimal direction;
  • Strong verbal, written, interpersonal and customer service communication skills;
  • Exceptional time management, organizational and prioritization skills;
  • Proactive thinker with demonstrated ability to apply sound judgement;
  • Strong problem solving, analytical and conflict resolution skills;
  • Excellent technical skills in full Microsoft Office suite, including Word, Excel and PowerPoint;
  • The ability to function effectively during periods of rapid change and transition;
  • Ability to anticipate needs and prioritize competing priorities efficiently;
  • Ability to build and maintain relationships with key internal and external stakeholders;
  • Positive work ethic and attendance required;
  • Ability to link operational practices to business strategies.

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.

To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca

Trillium Health Partners is an equal opportunity employer committed to fostering a healthy, safe and respectful environment for healing, based on our values compassion, excellence and courage. To be Better Together, we commit to fostering a respectful workplace culture that promotes a safe and supportive environment for everyone who provides care, supports caregiving, receives care or visits the hospital.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

We thank all those who apply but only those selected for further consideration will be contacted.

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