Administrative Assistant, Planning and Implementation

At Ontario Health, we are committed to developing a strong organizational culture that connects and inspires all team members across the province. Our vision is that together, we will be a leader in health and wellness for all. Our mission is to connect the health system to drive improved and equitable health outcomes, experiences and value. How we work together is reflected through our five values: integrity, inspiration, tenacity, humility and care.   

What Ontario Health offers:  

Achieving your career goals is a priority to us. Benefits of working at Ontario Health may include the following based on employment type: 

• Fully paid medical, dental and vision coverage from your first day
• Health care spending account
• Premium defined benefit pension plan
• 3 personal days and 2 float days annually
• Individual contributors start at 3 weeks’ vacation, and 4 weeks at 2 years
• Career development opportunities
• A collaborative values-based team culture
• Wellness programs
• A hybrid working model
• Participation in Communities of Inclusion

Want to make a difference in your career? Consider this opportunity. 

The Administrative Assistant position is primarily responsible for providing administrative support to Directors, Managers and their teams on a variety of projects/programs. As part of this role, the Administrative Assistant undertakes an assortment of administrative duties, including coordinating and scheduling meetings, managing, and maintaining documents and SharePoint sites, and handling new employee onboarding requests

Here is what you will be doing: 

• Provides administrative support and assistance including managing the schedules, booking boardrooms and equipment, making travel arrangements, completing and logging travel expense accounts, ensuring accuracy of calculations and allowable expenses.
• Receives inquiries and determines urgency of attention
• Compiles information and materials for meetings.
• Prepares and proofreads a variety of documents including correspondence, slide presentations, charts, and project plans.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Organizes and maintains departmental records as accurate and complete and develops and maintains filing systems.
• Maintain information exchange and collaboration with the internal and external stakeholders
• Ensures documents are kept updated and responds to requests for materials regarding the region in general
• Provides assistance and facilitation of divisional meetings including coordinating agenda items, taking minutes and following up on items discussed for action.
• Receives, reviews, and prioritizes incoming mail, referring matters for action as appropriate.
• Follows up on outstanding items ensuring timely responses.
• Responds to inquiries, internally and externally, ensuring appropriate actions, dissemination of information and follow up as necessary
• Assists in the efficient operation of the office by liaising with other Ontario Health departments resolving issues and ensuring new staff / consultants have appropriate and necessary supplies and equipment.
• Assumes responsibility for specific projects as required.

Here is what you will need to be successful: 

Education and Experience

• Completion of a high school or college diploma, major in administrative studies, business administration, commerce, or recognized equivalent
• 1-2 years of related work experience is required
• Ability to work well under pressure and use good judgment in assessing and responding to difficult situations
• Analytical and problem-solving skills and proven ability to research and summarize information
• Experience in providing all aspects of administrative support to a manager or a team within a program
• Strong technical abilities with Microsoft Word, Excel, PowerPoint, SharePoint and Teams

Knowledge and Skills 

• Proficient in operating office equipment such as photocopier, binding machine, fax, etc.
• Excellent organizational and time management skills required
• Excellent interpersonal and customer service skills
• Excellent verbal and written communications skills required
• Bilingual (English/French) an asset

Other

• A valid driver’s license and automobile as travel will be required from time to time for OH East business

Employment Type: Temporary Full Time, Fixed Term

Salary Band:  2

Location: Ontario (currently hybrid; subject to change) 

All applicants must be a resident of Ontario to be considered for roles at Ontario Health. 

Internal Application Deadline Date: September 26, 2024

External Application Deadline Date: October 4, 2024

Ontario Health encourages applications from candidates who are First Nations, Métis, Inuit, and urban Indigenous; Francophone; members of Black and racialized groups; 2SLGBTQIA+ communities; trans and nonbinary individuals; and people living with disabilities. 

Ontario Health is an accessible employer and we offer accommodation in all aspects of employment, including the recruitment process. If you require a disability related accommodation in order to participate in the recruitment process, please contact us and a member of the team will connect with you within 48 hours. 

Read Full Description