Local Health Integration Network Looking for Full Time Administrative Assistant to the Directors, HROD at Hamilton, ON Full Time

Core Duties – Responsibilities:

• Provides a wide variety of administrative duties as required by the Directors, HROD
• Manages office logistics for meetings, including invitations, minute taking, venue set-up, teleconference support, and follow up on action items
• Prepares agendas and packages for meetings as needed
• Manages calendars by scheduling meetings, making adjustments as necessary based on changing needs and priorities
• Prepares and maintains a variety of documents, correspondence, reports, presentations, and related materials as requested
• Collects and compiles data and other information for inclusion into special and periodic reports
• Makes travel and accommodation arrangements, and prepares relevant claims forms for reimbursement
• Reviews and proofs documents and forms for accuracy and completeness
• Prepares and maintains a variety of documents, correspondence, reports, presentations and related materials
• Acts as the primary customer services representative for the HROD department; responding to phone, e-mail and in-person inquiries in a professional and courteous manner
• Receives, reviews and prioritizes incoming email, mail and faxes, screens time-sensitive or confidential correspondence, takes action as appropriate; sorts and distributes to department
• Establishes and maintains appropriate departmental files, both manual and computerized; maintains reference materials for the department
• Identifies and discusses non-routine items to determine action required, and relays instructions to appropriate area
• Identifies contentious issues which arise, ensuring Directors are informed
• Liaises with other departmental Administrative Assistants as necessary to resolve administrative problems and ensure the smooth operation of the department
• Maintains Docushare files for the HROD department
• Monitors and tracks receipt of performance reviews and plans; ensures timely reminders are communicated to management regarding due dates of reviews for their direct reports
• Receives, opens, and distributes mail and other documents; monitors the confidential HROD fax line
• Other duties as assigned
• Promotes patient safety in alignment with the Vision, Mission, Values and Strategic Directions of HCCSS
• Works within the basic principles of patient safety by doing the right thing for the right patient, using the right method at the right time
• Adheres to the HCCSS patient safety policies and procedures

Qualifications:

• Post-Secondary Certificate or Diploma in Office Administration or equivalent experience
• CHRL designation considered an asset

• 3 years’ experience in progressively responsible, related clerical/administrative positions

Skills & Abilities:

• Previous administrative experience in an office environment (e.g., knowledge of the formal and informal protocols and methods of supporting senior-level positions)
• Excellent understanding of general office administrative processes and procedures
• Ability to prepare routine material from general instructions and take minutes of meetings
• Strong customer service orientation
• Good writing and grammatical skills, including minute taking
• Good understanding of privacy, confidentiality and discretion
• Excellent verbal and interpersonal skills
• Attention to detail and ability to ensure accuracy in creating and amending spreadsheets, contracts and other sensitive documents
• Strong prioritization, organizational and time management skills to handle multiple tasks and competing priorities; flexibility
• Self-motivated and initiates follow-up, as required

• Advanced knowledge of Microsoft Office Suite including Outlook, Word, Excel and PowerPoint, and advanced keyboarding skills; knowledge of Quadrant and Sharepoint considered an asset; ability to learn additional software programs, as needed
• Experience coordinating and moderating meetings through use of Microsoft Teams
• Ability to perform research using the internet

• Excellent problem solving and decision making skills
• Good mathematical skills for working with numbers in preparation of travel expense claims, processing of invoices and cheque requisitions, and preparation of spreadsheets
• Demonstrated analytical abilities and judgment
• Ability to work independently, as well as in a team setting

Other: