COMPANY BIOGRAPHY

Orillia Soldiers’ Memorial Hospital (OSMH) is located in the City of Orillia - a beautiful community nestled along the shores of Lake Simcoe and Lake Couchiching. Orillia offers an environment where a health work/life balance is easy to achieve as exceptional urban amenities, natural resources, points of interest, and recreational opportunities abound.
People have always been OSMH’s greatest strength. Our committed team has helped our community for over a century. We offer an environment where each individual works interdependently towards common goals: we value Trust, Courage and Teamwork. We are an organization where individuals’ contributions are valued and there are many opportunities for personal growth and development.

POSITION SUMMARY

The Administrative Assistant is responsible for providing administrative and coordination support to the Women & Children’s Health (WCH) Network, the WCH Network team, Steering Committee, Working Groups and Task Forces. This position is responsible for providing a broad range of administrative functions to ensure day-to-day operations are managed, coordinated, and carried out in an efficient and professional manner.

QUALIFICATIONS

Education:

• Diploma in Business Administration or equivalent required.
• Completion of a Medical Terminology course is an asset.

Experience:

• Minimum three (3) years of administrative assistant experience required.
• Related experience in health care environment preferred.

Competencies:

• Demonstrated computer proficiency including working knowledge of Microsoft Office (Outlook, Excel, Power Point and Word).
• Demonstrated project management skills and experience.
• Demonstrated outstanding ability to organize, prioritize, multi task and be flexible in order to adapt to stressful and rapidly changing situations.
• Demonstrated excellent interpersonal and communication skills (in English both written and verbal), discretion, and good public relations skills.
• Demonstrated initiative and good judgement in problem-solving and decision-making.
• Demonstrated ability to work efficiently, independently and in a teamwork environment.
• Demonstrated ability to demonstrate through performance, an acceptable level of ethical conduct and strict confidentiality.

Other:

• Demonstrates commitment to continued professional and personal growth and development through Continuing Education Programs and Self-Directed Learning Opportunities.

PRIMARY RESPONSIBILITIES:

Providing administrative assistance to the Regional Director, Steering Committee, Working Groups and Task Force Chairs and others as required:

• Assists and coordinates the daily operating procedures and administration of the WCH Network.
• Maintains continuous awareness of the WCH Network activities in order to interpret and direct inquiries.
• Receives, screens and appropriately routes ‘Networkfeedback’ emails and inquiries and performs all reception duties as required.
• Schedules and organizes meetings, arranges room reservations, prepares agendas and necessary documentation and is responsible for recording minutes and ensuring proper follow up of assigned action items.
• Prepares and organizes a variety of documents and correspondence in an accurate and professional format.
• Develops and maintains multiple distribution lists for key partner groups.
• Supports the Regional Director and team with financial functions such as payment requisitions, cheque deposits, travel requests and claims, reconciling accounts, monitoring, and tracking program expenses and revenue, and related reports.
• Supports the maintenance of finance files and liaises with Finance Department as required.
• Arranges education, conference registrations, travel, and other logistics.
• Supports the organization, planning, and coordination of WCH Network annual forums.
• Organizes and maintains computerized information filing systems.
• Supports Regional Director with human resources processes including hiring, orientation, and onboarding and ensures office set-up for new staff.
• Performs word processing functions including letter writing, proofreading, and distribution of documents while maintaining the confidentiality of the work performed within the program.
• Schedules and confirms the appointments/meetings of the Regional Director.
• Supports WCH Network communications methodologies including, but not limited to, WCH Network website, monthly newsletters, and semi-annual reports.
• Supports the planning and implementation of communication and education strategies using various forms of web-based technology and platforms including the WCH Network learning management system (LMS) (administrator role for LMS as required).
• Determines and establishes office procedures, orders office supplies, and maintains inventory.
• Acts as gatekeeper for all master documents, maintains Steering Committee, Working Group and Task Force contact lists and updates training manuals as required.
• Participates in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
• Educates and promotes health, safety and wellness in the workplace.
• Supports the WCH Network Regional Director and team with other duties as required.

HEALTH & SAFETY RESPONSIBILITIES

OSMH is committed to providing a safe, healthy and supportive working environment by treating team members and patients with compassion accountability respect and engagement.
All team members must adhere to OSMH’s Occupational Health and Safety policies, procedures and protocols, as well as the duties of workers as stipulated in the Occupational Health and Safety Act.
Team members must be able to perform all bona fide and essential duties of the position which may include cognitive and physical demands.
As a condition of employment, new employees are required to complete an employment health assessment and must be cleared by the Occupational Health and Safety Team prior to orientation.