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This position will provide administrative and secretarial support to the Clinical Leader/Managers (CLM) across the Heart and Vascular Program: CLM in Cardiac Intensive Care Unit; CLM in Cardiovascular Intensive Care Unit; CLM in Cardiac and Vascular Inpatient Unit & Cardiology Inpatient Unit; and, CLM in Cardiac Cath lab Units.
DUTIES AND RESPONSIBILITIES:
Answering the phone and relaying messages, opening/sorting mail, preparing correspondence (e.g., letters, memos, minutes of meetings), preparing spreadsheets, filing, updating employee information, obtaining journal articles, conducting literature searches, staff scheduling, and payroll. Provides assistance and coverage at the nursing station as required.
Keeps track of employee vacation & sick time, and attendance management status.
Coordinates appointment schedules for the Clinical Leader/Managers.
Schedules and organizes performance appraisals.
Provides assistance to unit Clerical Assistants with staff scheduling as needed.
Prepares slides, overheads and presentation materials as necessary.
Compiles and present monthly statistical data in an orderly, informative manner.
Schedules QA audits and prepare reports. Monitors incident forms and maintains staff database.
Provides excellent customer service and serves as a front-line representative and communication relay person for the CLMs
Any other responsibilities as requested by the Clinical Leader/Managers.
QUALIFICATIONS:
Graduate of a recognized Office Administration program or 5 years of equivalent experience.
Minimum of 2 years of progressive administrative experience in a Hospital setting preferred.
Proven computer ability with Microsoft Word, Access, Powerpoint, Excel, Word Perfect, Quattro Pro, Electronic mail and will require aptitude to learn SMH systems including scheduling system and ADT training.
Excellent initiative, decision making/problem solving skills and interpersonal competence. Demonstrated ability to multitask
Demonstrates initiative and is a self-starter.
Demonstrated ability to problem solve and multi-task in a busy environment.
Demonstrated ability to work effectively in a team environment.
Demonstrated commitment to providing exceptional customer service.
Must have an excellent attendance record.
Working knowledge of business communication skills including the ability to formulate a broad range of documents with correct grammar and punctuation
Strong organizational skills with demonstrated attention to detail and the ability to produce accurate work with efficient turn-around time
Strong customer service orientation with proven ability to interact with all levels of staff, community partners, and general public/patient populations. Effectively work with diversity and appreciate people with different opinions, backgrounds and characteristics
Demonstrated ability to work both independently and as a part of a team in a demanding environment.
Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to SMH standards and in compliance with confidentiality requirements.
Demonstrated commitment to and understanding of the Mission and Values of St. Michael’s Hospital
As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. All internal candidates must be in compliance with Unity Health Toronto’s COVID-19 vaccination policy.
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