Description:

Reporting to the Director, Clinical Services, the Administrative Assistant is responsible for providing confidential and administrative support and services to the Director and division’s management team.

Education

• Post-secondary diploma in Office/Business Administration.

Knowledge

• 5 years’ experience in a computerized health/human resources related office.
• Advanced knowledge of Microsoft Office and proficiency in office technology and software.

Responsibilities

Provides secretarial and administrative assistance to the Director and management team, preparing confidential correspondence and reports, conducting research, arranging meetings, etc.

• Schedules appointments and/or meetings, ensuring relevant documentation and background information for meetings are brought forward.
• Prepares travel arrangements.
• Prepares PowerPoint presentations, letters, reports, speeches, agendas and minutes as assigned.
• Receives visitors, screens telephone calls, take messages, handles replies or directs callers to appropriate areas or departments.
• Receives, opens, sorts, date stamps and logs incoming mail, interoffice and courier deliveries.
• Receives and prioritizes Director’s mail and e-mail, redirecting to appropriate programs for follow up and responding on the Director’s behalf as requested.
• Coordinates activities between internal offices and external agencies/boards.
• Maintains accurate information for the divisional website and Accreditation/Emergency Response database.
• Ensures timely and effective communications within the division (e.g. staff announcements, bereavements, directives, issues and items of staff interest). Provides functional guidance and support to managers and divisional program/office assistants on directives from the Director.
• Troubleshoots issues for CSD staff related to payroll, vacation, benefits and other relevant human resources functions/concerns.