Coordinator, Renal & Critical Care

Shift Schedule (Hours are subject to change based on operational needs):
Mon-Fri - 7.5 hour day shifts
Employment Status:
Permanent Full-time
Company Description  Halton Healthcare's vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers.
At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with 'exemplary patient care, always' at the heart of everything we do.
We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.
Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care.

Job Description   This is what you'll be doing :
Providing coordination and administrative assistant support to the Renal and Critical Care Programs by facilitating daily operations through support of the Program Director and Medical Directors with administrative and clerical functions including:
Calendar Coordination
Day to day planning to optimize calendar and address priority requests
Gathers necessary information related to upcoming appointments
Holistic approach to scheduling eg:
Leaves time at the end of the day for leader to wrap up and prepare for next day
Keeps multiple leaders individually informed on their projects and status of work
Plans weekly touch-base meeting to confirm daily priorities, clarify assignments, get answers to questions, or resolve open issues.
Responsive to the emerging needs and requirements of the leader
Ensures submissions to outside agencies (e.g. Ontario Health, CCSO and ORN) are completed and deadlines met
Assists with internal report preparation (e.g. board reports)
Supports physicians as needed e.g.Input and update on call for Nephrology physicians in SPOK
Supports program managers as needed
File Management
Creates and maintains file folders (hard copy or on line) as required; ensures all relevant information is filed and can be easily retrieved
Meeting Preparation and Implementation
Timely execution of all important steps in all meeting stages:  pre-meeting - ensures all stakeholders are invited and provided with attachments as appropriate, room booking as required, teleconference or video conference arranged as needed
meeting proper - ensures room is set up/teleconference or video conference connected if needed and minutes taken
post-meeting - follows up with meeting attendees to coordinate action items; completes minutes in a timely manner

Works skillfully with outside peers to coordinate external engagements, logistics, presentations and regional activities.
Coordinates quarterly performance reviews with Halton Healthcare and the Ontario Renal Network (ORN) and relevant Critical Care partners
Communication
Professionally prepares and sends memos and communications as requested
Promotes a "healthy" work spirit
Service Delivery
Orders supplies and materials as needed
Arranges for completion of work orders eg: IT issues, furniture moves etc.
Completes payroll and payroll adjustments
Assists with preparations for interviews i.e. room booking, coordination with candidates, preparing packages etc
Assists with onboarding of new team members
Arranges 'Lunch & Learns' for staff
Assists with completion and submission of Expense reports and invoices for payment
Supports corporate activities as needed
Qualifications   Office administration diploma from a recognized college or equivalent experience required
Minimum of 3 years of experience as an Administrative Assistant working for multiple people required
Experience as a Coordinator preferred
Experience in a hospital setting preferred
Medical terminology certificate or equivalent experience required
Demonstrates tact, diplomacy and ensures confidentiality is maintained
Excellent knowledge of computer software programs and applications i.e Word, Excel, Outlook, Power Point
Experience in eSchedule/API and Meditech considered an asset
Excellent time management and interpersonal skills
Demonstrated commitment to customer service
Satisfactory employment and attendance record
Must be physically able to do the job
Understanding and commitment to the hospital's mission and…