Job Description

Reporting to the Manager, Medical Diagnostics & Respiratory Therapy, the Administrative Assistant provides administrative support for Heart, Lung and Vascular program. Supporting the Patient Care Manager of Medical Diagnostics and Respiratory Therapy, the successful applicant will use a high level of initiative, judgement and flexibility to provide advanced administrative support services in all functions including: facilitation and organization of communications, organization of work, correspondence, document preparation, scheduling of meetings, event preparation, coordinating and completing financial billing and payment activities, preparing statistics, conducting audits of departmental activities, and attending and preparing meeting agendas and minutes.

Respiratory Therapy is a centralized department that provides support to patient across all hospital clinical programs. In this role the Administrative Assistant – PCM will be an integral part of the team, contributing to ensuring that operations run smoothly, engaging with department staff, and communicating with other departments and programs in the network.

Duties:

• Maintains and updates call schedule – sick calls and coding
• Phone, Fax, Email correspondence
• Maintain computer and filing systems
• Arrange carrier systems
• Prepare, type documents, packages and presentations
• Monitoring of office supplies and completes ordering forms.
• Updating phone lists of staff
• Drafts, types and edits memorandums, letters, presentations, reports, minutes/agenda and policies and procedures
• Ability to assist in the flow of patients within the Medical Diagnostics Department
• Maintenance of department computers and printers
• Payroll and data entry
• Liaison with payroll for accuracy while completing data entry and payroll
• Communicates with frontline staff to ensure payroll schedule and updates
• Assist Manager with weekly payroll approval
• Update stat lieu summary records
• Collate and track under clinical workload activity as requested
• Enter monthly audit data (ventilators and other program related statistics)
• Set up interviews and prepare packages
• Schedule and organize performance appraisals as requested
• Submitted completed PAS
• Complete shop-IT requests for staff and new hires
• Manage and monitor PCM calendar.
• Organize and monitor calendar as required
• Reviews and verifying purchase services invoices for unit including RT ordering
• Assist with special projects as requested
• Prepares minutes, maintains binders, formats policies and procedures
• Drafts staff schedule
• Sorts mails, files and photocopies

Qualifications include:

• Strong written and verbal communication skills
• Minimal 3-5 years of progressive responsible secretarial and administrative experience in a hospital setting
• Graduate of a recognized office administrative program
• Strong written and verbal communication skillsProven proficiency in the use of computers with advance knowledge of Microsoft Word, PowerPoint, Excel, Outlook, Electronic Mail and Unity Health systems including scheduling and payroll
• Excellent interpersonal and verbal/written communication skills
• Ability to work independently and to manage competing workloads in a calm manner
• Demonstrated initiative and is a self-starter
• Demonstrate ability to problem solve and multi task in a busy environment
• Demonstrate ability to prioritize work based on competing demands
• Knowledge of medical terminology would be a definite asset
• Demonstrated commitment to providing exceptional customer service
• Satisfactory attendance record as per the Health Centre's Attendance Management Program Policy SJ-08-01-08.