Overview

Administrative Support 11 Job at St. Joseph’s Healthcare Hamilton in King, ON

Job Description

Posting #:
16606


Openings Remaining:
1

Full/Part Time:
Part Time

Reg/Temp/Casual:
Regular

Union:
CUPE

Hours of Work:
Monday to Friday; days

Time of Day:
Days

Shift Length:Open Date::
01/12/20

Closing Date::
08/12/20

POSITION SUMMARY

This position provides administrative support to the Ambulatory Services Team including the Director of Clinical Programs, Managers of Ambulatory Services at King Campus.

The successful incumbent will support a diverse range of activities and serve as a liaison with other departmental, program managers, hospital staff, physicians and outside agencies, and ensure that all administrative functions at this senior level are coordinated with efficiency, professionalism and confidentiality.

QUALIFICATIONS

  • Two-year College Diploma in Office Administration
  • Minimum 5 years’ experience supporting senior administrative functions, preferably within a healthcare setting
  • Medical Terminology certificate
  • Certificates of completion for ongoing computer training
  • Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect
  • Advanced proficiency with a variety of computer applications and equipment: MS Word, Excel, Access, PowerPoint, Internet, My StJoes, Adobe Acrobat, Visio, E-mail, zipped and shared files
  • Minimum typing speed of 55wpm and excellent transcription skills
  • Ability to communicate effectively and tactfully, both in person and by telephone
  • Maintain excellent interpersonal relationships while handling multiple tasks, conflicting priorities and frequent interruptions
  • Superior oral and written communication skills with demonstrated grammatical aptitude, good spelling and punctuation
  • Good organizational and problem-solving skills, with ability to set own priorities and work with minimal supervision

RESPONSIBILITIES

  • Provides administrative support to the Director, Clinical Programs Ambulatory & Managers, Outpatient Services
  • Controls calendar, coordinates schedule, ensures that all relevant material is available according to the Director’s schedule and maintains a bring-forward file
  • Coordinates meetings by contacting and confirming participants, arranging meeting rooms, setting-up audio/visual equipment, compiling and sending out agendas, taking minutes, following-up on action items as directed
  • Establishes and maintains files, filing correspondence, copies of contracts and other documentation
  • Provides administrative support to the Administration Office at King Campus as requested
  • Prepares billing for physician payments
  • Completion of payroll sheets for staff within areas of responsibility
  • Supports the Administration Office in managing training requirements, coordinating training sessions and eLearning implementation, monitors and reports on compliance of departmental staff, clinical staff and new hires
  • Provides secretarial support to the following committees:

(a) Ambulatory Care Steering Committee

(b) Occ Health & Safety Committee – King Campus

(c) Ambulatory Patient and Quality Council Committees

(d) Portfolio Meetings – Ambulatory Services/ Eye Medicine Operational meetings

(e) Others as required by the Director

  • Completion and follow-up for Human Resources, Finance, Printing, Information Services, and Telecom Requisitions and submission of purchasing requests
  • Provides logistical support to the Director, and two Managers and other staff for conferences, seminars, and other educational sessions; registration, coordinating flight, room and transportation
  • Answers phone and redirects calls as necessary
  • Maintains intranet and internet website for ambulatory services within Director’s portfolio
  • Utilizes appropriate software programs or computer applications to produce correspondence, administrative reports and statistical data
  • Coordinates travel/expense reimbursements for the Director and Managers
  • Develops and maintains various spreadsheets for indicator monitoring and reporting
  • Develops PowerPoint presentations as directed
  • Maintains effective communication throughout the organization and with community partners
  • Contributes to continuous quality improvement initiatives
  • Other duties as required

HOURS OF WORK

Monday to Friday, days

HOURLY WAGE

$26.57 … $27.74 … $28.91 (plus 14% in lieu of benefits)

About Company

Company: St. Joseph’s Healthcare Hamilton

Company Location:  King, ON

Job Category:

About St. Joseph's Healthcare Hamilton