Job Summary:
Responsible for coordinating, supporting, and assisting with the day-to-day administrative support functions of the Vice President of Clinical Services/Chief Nursing Officer as well as the broader Clinical Leadership team. Responsible for supporting and coordinating the appointment schedules, committee work and providing support in all phases in a professional, efficient and confidential manner.
Key Responsibilities:
- Provides a variety of confidential and time sensitive advanced administrative duties
- Manages calendars, organizes travel and conference arrangements and co-ordinates a variety of engagements with both external and internal clients.
- Coordinates conference and travel arrangements including registration, accommodation and travel for portfolio members to attend conferences.
- Coordinates/sends announcements for the portfolio as needed.
- Reviews all incoming material, prioritizes work and follows up as needed to resolve problems and ensure integration of activity.
- Prioritizes requests for the executive: daily review, coordination and anticipation of executive’s needs.
- Facilitates and organizes communication with external clients
- Manages highly confidential and sensitive information.
- Greets and interacts with individuals presenting themselves in person or by telephone to Administration office and either establish appointments or direct them to the appropriate department.
- Prepares and provides, in advance, documents and files required for meetings, conferences, telephone calls, etc.
- Tracks agenda items, prepares agendas, coordinates material for distribution, schedules and attends meetings and records minutes, as assigned, with a high degree of accuracy
- Takes a proactive approach and works collaboratively with other key stakeholders
- Provides inter-office coverage for other Administrative Assistants
- Meet deadlines, create and revise forms/documents.
- Adheres to departmental and legislated health and safety standards.
- Supports patient safety culture by ensuring work completed recognizes the safety of the patients.
- Participates in quality improvement activities.
- Orders and manages office supplies.
- Provides backup coverage to other Executive Assistant(s)
Requirements
- Two (2) year community college diploma in Executive Office Administration.
- Minimum five (5) years’ experience providing executive level support in a health care facility or related environment.
- Superior computer literacy with Microsoft Office (Word, Outlook, Excel, and PowerPoint).
- Must be able to multi-task, prioritize and manage own workflow to ensure quality and efficiency
- Proficient minute-taker with an ability to prepare high quality concise meeting minutes
- Exceptional knowledge of healthcare policies, procedures, and relevant legislation.
Skills/Abilities
- Excellent written and verbal communication skills
- Excellent organization and time management skills with an ability to effectively manage a complexity of tasks simultaneously
- Exemplary skills in documentation of meeting minutes/proceedings.
- Excellent calendar management skills, including the co-ordination of complex executive meetings.
- Exemplary planning and time management skills with a demonstrated ability to set priorities for self and in support of the operations of an executive office.
- Demonstrated effective communication and interpersonal skills, including excellent telephone etiquette and ability to share important information to the team, our patients, and community support partners in an accurate manner.
- Demonstrated ability to work independently and willingness to be flexible to meet department needs.
- Ability to meet the physical demands of the role.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
- Demonstrated appreciation and respect for protocol, professionalism and confidentiality.
- Commitment to providing an exceptional experience for patients, family and staff.
- Models behaviour that is aligned with the values (Integrity, Compassion, Accountability, Respect and Excellence) of Stevenson Memorial Hospital.
Our Values
Models behaviour that is aligned with the values of Stevenson Memorial Hospital.
Integrity - We adhere to the highest ethical principles
Compassion - We respond to our patients’ needs with empathy
Accountability - We are accountable to one another and to our community
Respect - We embrace the diversity of our patients, staff and community
Excellence - We support a culture of distinction
Hours of Work: Monday to Friday. Weekend work may be required as needed.
Other: Stevenson Memorial Hospital is committed to a culture of equity, inclusion, diversity and anti-racism. We are committed to attracting, engaging and developing a workforce that reflects the diverse communities we serve. We welcome and encourage applications from all qualified applicants. We encourage all qualified individuals to apply including visible minorities, Indigenous peoples, persons with disabilities, LGBTQ2s+ persons, and anyone else who will contribute to a diverse workplace.
Accommodations for persons with disabilities required during the recruitment process are available upon request by notifying Human Resources at (705) 434-3377 ext 3354
As part of our mandatory screening process, SMH will require professional references, verification of academic training and professional accreditation along with a current vulnerable sector screening check. (or Criminal Record Check – dependent on role)