Hybrid Department Administrative Assistant

at Trillium Health Partners

• Job title: Department Administrative Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: CA$28 - CA$36 per hour
• Degree requirement: Professional Certificate
• Location requirements: Hybrid, Mississauga, Canada

About the role

• Department Administrative Assistant providing administrative support to the THP@home Program. Developing rapport with various departments and external partners to ensure efficient operations.

Responsibilities

• Provide office management and administrative support to the THP@home Program
• Develop rapport with Directors, Managers and other staff members across the organization and with external partners
• Order, maintain and organize office supplies/inventory
• Organize and maintain online resources and databases
• Update and maintain spreadsheets and other data entry tasks
• Use excel to help organize and sort data
• Writing minutes for meetings, as required
• Biweekly payroll entry and edits
• Answer and direct phone calls
• Organize and schedule in-person and virtual meetings/appointments
• Assist with processing and tracking invoices
• Access and use digital platforms and electronic health records to assist with data entry and invoice processing

Requirements

• Graduate of a recognized Medical Administrative Assistant or equivalent experience
• Minimum 3-5 years of secretarial experience required, preferably in a health care environment
• Payroll entry experience required
• Adaptable, self-directed individual who possesses initiative to work independently with minimal supervision and also exhibits innovation to improve existing processes
• Strong interpersonal and communication skills both oral and written, combined with a customer focused approach and ability to handle requests in a professional, diplomatic and tactful manner
• Strong organizational and effective time management skills combined with the ability to prioritize tasks to meet the demands and timelines of day-to-day operations
• Proven abilities in preparing, designing and distributing internal/external correspondence, including: reports, presentations, letters, memos, minutes of meetings, etc.
• Strong working knowledge and advanced technical skills in Windows, MS Word, PowerPoint, Outlook and Excel
• Well-developed keyboarding skills (50 w.p.m. minimum-accuracy)
• High degree of accuracy and attention to detail when performing a wide variety of tasks
• Experience and ability in preparing agendas, minute-taking, and following up on actions required
• Good knowledge of medical terminology
• Good knowledge of electronic health record principles, such as the importance to maintain privacy and confidentiality
• Must have a positive work and attendance record