Admin Assistant CM 2E Medicine

This exciting position will be reporting to the Clinical Manager of 2E and 3M-Medicine. In addition, the position will be providing support to 2E and 3M-Medicine and other Medicine Units. This role is best suited for someone who understands or is keen to learn about the complex work that occurs in face-paced medical units and support by ensuring the unit(s) run smoothly. This role is best suited for someone who wishes to lend their innovative solutions, organizational skills, keen attention to detail, and interest in improving and streamlining processes to support complex clinical areas. Duties And Responsibilities

• General office duties include sorting mail, phone, fax and email correspondence, maintaining computer and paper filing systems, arranging courier services, photocopying, ordering supplies, equipment maintenance, packages, and presentations and monitoring office activities
• Reviewing and verifying purchased service invoices for unit(s)
• Maintains staff master schedule templates, creates schedule drafts, and reviews staff requests
• Schedules meetings (in person or virtual via Zoom), books rooms through the hospital's Scheduler Plus system, records and distributes minutes, agendas and other materials
• Attends relevant meetings as directed by Clinical Manager and take minutes, distribute materials, invite attendees, etc.
• Provides excellent customer service and serves as a front-line representative and communication relay person for the department
• Creates/formats/photocopies slides, handouts and presentation materials
• Arranges for interviews and interview packages
• Maintains personnel files and staff database summaries for training and certification
• Maintains binders/unit resources, formats policies and procedures, and keep physical copies up to date
• Schedules and organizes performance appraisals and educational initiatives
• Supports data entry of biweekly payroll
• Assists with execution of departmental events by booking rooms, catering, arranging advertising, and room set up and take down
• Maintains currency of quality boards and other unit based metrics
• Continuously seeks opportunities for quality improvement to ensure optimal departmental operations
• Confidential communications and access to confidential information will be a key component of this role.
• Any other responsibilities as requested by the Managers

Qualifications

• Successful completion of a recognized Office Administration program or equivalent;
• Recent secretarial and administrative experience preferred;
• Proven ability in navigating software applications, i.e., Microsoft Word, Excel, PowerPoint, Outlook and Parklane;
• Ability to communicate clearly and fluently in English;
• Excellent interpersonal and communication skills;
• Ability to present a calm and pleasant demeanor at all times;
• Consistently shows good judgment and discretion;
• Works well under pressure;
• Highly organized and efficient time manager;
• Problem solver.

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.