Company Bio
Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka.
Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada.
Job Summary
The Administrative Assistant is responsible for providing administrative and organizational support to both the Chief Information Officer and the Director of Diagnostic Imaging and Laboratory Services.
The Administrative Assistant will provide complex and confidential administrative support in a dynamic environment, and function with a high degree of attention to detail, quality, accuracy and prioritization of work in a team setting.
Qualifications
- Successful completion of a Business Administrative Diploma or related discipline from a recognized Community College preferred.
- 3-5 years of secretarial experience at a senior level or equivalent combination of education and experience.
- Experience in technology, digital health, or paramedical services preferred.
- Recent Healthcare/hospital experience preferred.
Closing Statement
Regular and reliable attendance is an expected requirement of this position.
At Southlake, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve, including those with disabilities. Southlake is committed to providing accommodations in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.
It is the responsibility of all Southlake employees to work in a safe manner and promote health and safety in the workplace.
Primary Responsibilities
- Advanced computer skills, including Microsoft Word, Excel, and PowerPoint.
- Demonstrated ability to learn and adopt new processes and technologies.
- Strong problem solving skills and sound judgment.
- Self-directed, detail oriented, dependable, and resourceful.
- Ensures efficient day-to-day support to the group of Directors (and as directed, the Managers in the portfolio) by providing high quality administrative support while ensuring up-to-date office support systems are in place and workflow, schedules and correspondence are managed effectively.
- Provides a variety of confidential and time sensitive advanced administrative duties, often within competing time frames.
- Assesses and anticipates the needs of the Directors (and as directed, the Managers in the portfolio) and be comfortable with making independent decisions based on knowledge of current situations.
- Provides support to the respective portfolios. This will include support with procurement, invoicing and expediting deliveries. Support may also include assistance with small equipment, furniture and signage orders and installation coordination.
- Takes a proactive approach and works collaboratively with other Administrative Assistants and key stakeholders when preparing agendas, managing materials and following up on outstanding action items.
- Must be able to multitask, prioritize and manage own workflow to ensure quality and efficiency.
- Proficient minute taker with an ability to prepare high quality concise minutes.
- Excellent written and verbal communication skills.
- Excellent organization and time management skills with an ability to effectively manage a complexity of tasks simultaneously.
- Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information.
- Demonstrates initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously.
- Ability to identify administrative problems and make recommendations to solve them.
- Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders.
- Professional and customer service oriented with an ability to work with individuals across all levels of the organization.
- Ability to perform the essential duties of the job.
- May be assigned specific tasks and deliverables by portfolio Directors.
- Proven attendance record as per the Attendance Support Policy #HA30 and Procedure #HA35.
- Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
- Effectively uses empathy in interactions with others.
- Models behaviours consistent with Southlake’s Core Commitments
- Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.
