Unity Health Toronto is Looking For Admin Assistant – CLM, Multiple Sclerosis Program at Toronto, ON Full Time

The Barlo MS Centre at the St. Michael’s Hospital brings together the best of clinical care and research in one setting. The team provides exceptional, patient-centered care in a collaborative and integrated manner. An inter-disciplinary team of neurologists, nurses, pharmacists, social workers, neuropsychologists, physiotherapists, occupational therapists, speech therapists, neuropsychiatrists, physiatrists, and administrative staff support our Centre.

The successful candidate will be highly motivated, have the ability to use critical thinking and sound judgment while being flexible in providing highly skilled support to both internal and external stakeholders. The ability to maintain a high standard of professionalism and confidentiality is essential.

DUTIES & RESPONSIBILITIES:
Performs administrative and secretarial duties for the Clinical Leader/Manager to Stroke and Neurology Program (which includes the BARLO MS Centre, Neurophysiology department, Stroke & Neurology clinic, inpatient Stroke & Neurology ward), and the Regional Stroke Program; provides general office support including answering the telephone and relaying messages, sorting mail, photocopying, filing, faxing, maintaining binders, coordinating schedules and payroll data entry, ordering supplies,

Maintains an organized office by daily monitoring of office activities, monitoring e-mails and by coordinating workflow and setting priorities to ensure timely completion of projects and assignments.

Multitasks, prioritizes and manage their own workflow to ensure quality and efficiency.

Composes and types correspondence and letters; creates and maintains files and s; maintains schedules for the Manager, arranges meetings, composes agendas, minute taking and typing.

Acts as front line representative for the CLM; answers/relays messages, monitors and manages e-mail/voice mail by prioritizing issues and identifying resolutions as appropriate. Triages issues, and acts to achieve solutions prior to the manager becoming involved.

Receive and screen incoming calls and visitors, determine priority status, and make referrals to appropriate staff or provide requested information

Respond to urgent issues in a timely manner, e.g.: critical incidents; staff issues, etc.

Provides a variety of confidential and time sensitive advanced administrative duties, often within competing time frames.

Organizes, maintains and prioritizes schedule of Manager and Regional Director of the Stroke Program;

Maintain complex calendar(s) and email accounts, regularly prioritizing and arranging meetings, conferences, and appointments, assuring accuracy on separate calendar programs.

Coordinate/maintain and organize daily calendars, meetings, room bookings, conference calls, video conferencing, AV support, along with standard administrative functions (printing, couriering, fax, photocopying, scanning, office supplies, AV equipment, etc.).

Plans meetings, projects and conferences;

rafts, types, edits documents, letters, memos, s, agreements, minutes/agendas, presentations, policies, procedures, and forms.Prepares, organizes, and compiles s

Types correspondence, format policies and procedures, produces statistical s and special projects as assigned.

Collects and s statistical information for program areas;

Assists with recruitment initiatives within the department.

Creates slides, handouts, overheads and presentation materials.

Assists CLM in monitoring incident forms and maintaining patient and staff databases as required

Researches, compiles, assimilates, and prepare confidential and sensitive documents. Develop and maintain extensive filing systems, both for hard copy documents and electronic documents as required

Works with staff to request and compile schedule availability, and prepares schedules according to hospital policy and union collective agreements.

Completes payroll data entry.

Collects and submits all IT access and equipment requests.

Management of financial accountabilities relevant to the CLM or Regional Stroke Program¿s responsibility

Reconciles invoices and purchase orders, and prepares cheque requisitions.

Provides administrative support for various committees.

Provides interim coverage and support to other administrative assistants as required.

Manages special projects as assigned.

Other duties and special projects as assigned

QUALIFICATIONS:
Graduate of a recognized secretarial program and/or an equivalent combination of education and experience required

Minimum of 3 years recent experience working in busy clinic/office environment in an administrative position; health care related experience preferred

Strong organizational skills with demonstrated attention to detail and the ability to produce accurate work with efficient turn-around time

Excellent computer skills including the ability to work with microcomputer applications in a Window environment (Word, Excel, Access, PowerPoint, Outlook, computerized calendar and scheduling systems).

Excellent interpersonal and communication skills.

Excellent initiative, decision making/problem solving skills and interpersonal competence

Ability to effectively liaison for the Manager

Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to SMH standards. Compliance with confidentiality requirements

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

Must be able to work independently and prioritize workload in a fast paced environment.

Must be able to work cooperatively in a team environment.

Demonstrated ability to multitask

Must have an excellent attendance record.

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. Please note, if you are extended an offer of employment, you will be required to provide proof of vaccination in Ontario QR Code format. All internal candidates must be in compliance with Unity Health Toronto’s COVID-19 Vaccination Policy.