At Sinai Health, we care, create possibilities and offer hope. We are looking for an Administrative Assistant to support our Patient Services department.
Job Outline:
The Administrative Assistant is responsible for providing high-level administrative and organizational advanced support to the Clinical Directors and is an integral part of the team. The Administrative Assistant supports the service atmosphere and attitude that exemplifies the values and professionalism of Clinical Directors and the mission and vision of Sinai Health.
Office Management

• Establish and organize an efficient and effective structure for the operation of the office for the Clinical Directors
• Provide advanced secretarial support in all functions including organization of work, correspondence, communication with the public and hospital staff, and the undertaking of special projects
• Undertake and co-ordinate function and event planning and special projects as assigned
• Establish and maintain well organized filing system for the Clinical Directors
• Open, screen and redirect, as appropriate, using professional discretion and judgement, incoming mail addressed to the Clinical Directors, highlighting pertinent information; take action on routine matters
• Prioritize mail and incoming reports, etc. for the Clinical Directors and ensure that matters are dealt with in the required timeframe(s)
• Order and maintain office and project supplies, print, fax, scan and troubleshoot office equipment and software applications
• Organize and coordinate new hire onboarding requirements for the department
• Keep abreast of and deploy appropriate and up-to-date technological office support systems and advance word processing skills with respect to software, communications, filing, etc. to ensure the most effective and efficient operation of the office
• Provide all other administrative functions for the Clinical Directors, as required

Document Preparation and Data Collection

• Prepare and provide, in advance, documents, files and presentations required by the Clinical Directors for meetings, conferences, telephone calls, special projects, etc.
• Draft written documents and proofread correspondence on behalf of the Clinical Directors including reports, letters, responses, memorandums and the preparation of presentation material while ensuring accuracy and appropriateness of presentation formats, etc.
• Prepare and maintain confidential documents and requisitions (e.g. capital budget, purchase orders, invoices, petty cash/cheque requisitions, and credit card reconciliation)

• Collect, summarize, organize and maintain accurate information related to clinical department activities as directed by Clinical Directors
• Collect, summarize, organize and maintain accurate information related to clinical department activities as directed by Clinical Directors
• Prepare and maintain the department's vacation schedule, payroll, the Clinical and Senior Administration on-call schedules and unit information lists.
• Organize and maintain nursing agency onboarding, invoices and monthly reporting

Scheduling

• Manage the Clinical Directors' appointment schedule, including co-ordinating and scheduling internal and external meetings, utilizing professional judgement in establishing priorities and consulting with the Clinical Directors, as appropriate
• Ensure that the Clinical Directors are aware of changes to and maintains schedule
• Schedule meetings, book space, organize any set-up requirements, track items for agendas, prepare agendas, co-ordinate material for distribution and record minutes for meetings, including committees/task forces for the Clinical Directors, with a high degree of accuracy
• Coordinate the schedule for completion of performance appraisals and financial reporting

Communication and Correspondence

• Facilitate and organize communication and liaise with internal staff and departments and external clients of Hennick Bridgepoint Hospital, (e.g. members of external committees, managers in other health care organizations)
• Provide initial assessment and response, as appropriate, to patient/family/staff concerns directed to the Clinical Directors and either redirects, responds to, or refers to the Clinical Directors
• Respond to internal and external requests for information in a timely manner

Education and Qualifications: Mandatory

• Successful completion of a College or University diploma/degree
• Minimum 5 years of experience working in a large complex organization in a senior office administrative role

Preferred

• A College or University diploma/degree in office administration or a related field
• Experience working in a hospital or university setting considered an asset
• Previous working experience reporting directly to a director or higher

Skills and Knowledge

• Advanced computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, and Internet
• Advanced knowledge working with various software applications including, Zoom, Adobe Acrobat Professional and Sign, SharePoint and Visio
• Advanced skills in schedule/calendar management
• Strong organizational, problem solving and judgment skills
• Polished, professional interpersonal skills
• Self-directed, detail oriented and dependable
• Demonstrated initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously
• Superior communication skills, both written and verbal
• Flexible with a high level of accountability and proven capability to work with highly sensitive and confidential information
• Prepared to respond to a fast-paced changing environment requiring flexibility with respect to working hours
• Demonstrated satisfactory work performance and attendance history

Employment at Sinai Health is conditional upon the verification of credentials, completion of a health review, and demonstrating proof of immunity and vaccination status of vaccine-preventable diseases. All employees and affiliates will follow safe work practices and comply with health and safety policies, procedures and training. If you believe you are one of the very few people who may require an exemption from vaccination, supporting medical information must be submitted to our Occupational Health department, who will review and assess.

Sinai Health is comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care. We deliver excellent care in hospital, community and home, focusing on the comprehensive needs of people. Sinai Health discovers and translates scientific breakthroughs, pushes boundaries for health solutions and educates future clinical and scientific leaders. Clinical areas of specialization include rehabilitation and complex continuing care, surgery and oncology, urgent and critical care, and women's and infants' health. The Lunenfeld-Tanenbaum Research Institute ranks among the top ten biomedical research institutes in the world. Sinai Health is a full affiliate of the University of Toronto.

As an equal opportunity employer who understands that diversity enriches our community and culture, we invite applications from all qualified candidates including Indigenous Peoples, racialized people, disabled people/people with disabilities, women, and members of 2SLGBTQIA+ communities. If you require accommodation(s) due to disability at any point during the application and hiring process, please contact 416-586-4800 ext. 7050, or email [email protected].

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