Job Description

Position: Program Administrative Assistant

File#: 2023-35257

Status: Permanent Full Time

Dept/Health Program: Mental Health

Role Level: AC 06 ($29.90 - $37.42)

Site: Credit Valley Hospital

Posted: November 2, 2023

Internal Deadline: November 9, 2023

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, the Queensway Health Centre, and the Reactivation Center at Humber. 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

Our Values: Compassion, Excellence, Courage

Our Goals: Quality, Access, Sustainability

Our Enablers: People, Education, Innovation, Research

Position Summary:

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 Program Director and Program Chief/Medical Director. You are proactive, dynamic and able to anticipate the needs of those you support without waiting for instruction.

As a member of this incredible team you are an energizing person, not only with your work, but also your work ethic and style. You are flexible and think beyond your role or portfolio, to ensure the success of the program and those you work with.

Key Qualifications:

• Grade 12 education combined with 2 years of community college secretarial and/or equivalent work-related experience providing office and clinical administration services including correspondence preparation, mail delivery, file management, minute taking, typing and distribution of agendas and minutes, office supply maintenance.
• Previous experience working as a Program Administrative Assistant in a hospital setting preferred
• Priority in coordinating schedules of two leaders to ensure alignment and shared accountability
• Advanced technical skills in Windows, MS Word, PowerPoint, Outlook, Excel, MS Project, videoconference and teleconference set up, and medical terminology knowledge
• Ability to manage multiple calendar activities, including booking meetings with internal and external stakeholders, planning and coordinating special events, and assisting with travel arrangements for the Medical Director and Program Director
• Experience and ability in minute-taking, dictation and transcription; well-developed keyboarding skills (50 w.p.m. minimum-accuracy)
• Superior interpersonal and communication skills, both oral i.e. answer phones, screen, direct and handle calls; maintain voicemail and written with proven abilities in preparing, designing and distributing internal/external correspondence including: reports, presentations, proposals, letters, memos, minutes, spreadsheets, etc.; combined with a customer-focused approach and ability to handle requests from inside and outside the organization,
• Proven abilities in general accounting support such as processing and tracking invoices, AP/AR expense requisitions and other fundamental transactions
• Previous experience with organizing meetings, education events, etc. and the maintenance of accurate attendance records for CME accredited events.
• Strong organizational skills with the ability to prioritize tasks
• High accuracy and attention to detail when performing a wide variety of tasks
• Self-directed individual who can work independently with minimal supervision and can anticipate the needs of the program leaders
• Must be willing to travel across sites as needed

Key Tasks:

• Calendar management
• Coordination of Rounds (create posters, book rooms, logistics set up) and On Call schedules
• Coordination of multiple monthly program meetings (including tracking action items and agenda items)
• Take detailed meeting notes and create sussinct minutes – multiple monthly meetings
• Coordinate non-OHIP based remuneration for Ontario Psychiatrists (i.e. Sessionals, HOCC, Stipends, etc.) by tracking and responding to monthly invoices from multiple MDs to ensure the highest level of accountability

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

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.

Candidates are selected on the basis of their skill, ability, experience and qualifications.

Where these factors are relatively equal seniority shall govern providing the successful applicant.

Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.

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.