Administrative Assistant, Safety & Family Partnership, Part-Time

Compensation Pay Range: $26.43-$32.46

The Administrative Assistant for the Safety & Family Partnership Department provides high-quality administrative, secretarial, and clerical support. This role ensures the office runs efficiently and maintains confidentiality, while contributing to CHEO's mission to improve the lives of children and their families.

The schedule for this position consists of Monday to Friday morning shifts. A consistent shift schedule will be established upon hire, with hours falling between 7:30 a.m. and 12:30 p.m.

• Type, transcribe dictated correspondence and format electronically based reports and correspondence; prepare spreadsheets; prepare documents for review.
• Prioritize incoming mail and documents and distribute appropriately.
• Maintain awareness of the clinical/provincial program's activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other partners (those requiring reports etc.)
• Supports the manager by sending out agendas for meetings, take, transcribe and distribute minutes for the team meetings and the Complex Care Family Advisory Committee
• Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
• Making travel and hotel arrangements for staff and out-of-town visitors.
• Maintaining calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities.
• Send packages to other centres in collaboration with Medical Records for referrals via Fed Ex, Purolator, etc.
• Photocopy, scan, print, file & distribute documents, proofreading for grammar and spelling.
• Establish, develop and maintain various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, and confidential files.
• Collect and/or tabulate statistics and information from files and/or databases as required, enter data into various data bases from a variety of sources.
• Assist with and/or conduct research and retrieve information and/or material as assigned on specified topics.
• Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
• May perform financial clerical functions such as billing, maintaining petty cash, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, etc.
• May initiate HR staffing request forms as directed, obtain required signatures and forward to Human Resources.
• May ensure office set up for new staff which includes computer and telephone, keys, etc. as requested.
• Assist with and/or complete grant submissions for review and appropriate sign off, as requested.
• Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
• Maintain files and order supplies as required.
• Perform other duties as assigned.

• College diploma in Office Administration or other relevant field (Essential)
• One (1) year of previous clerical or administrative experience (Essential)
• Two (2) years previous clerical or administrative experience (Preferred)
• Experience in a healthcare and/or hospital setting (Preferred)
• Knowledge of medical terminology (Preferred)
• Comprehensive knowledge and use of Workday & UKG and EPIC (Preferred)
• Computer, word processing skills, and advanced proficiency with Microsoft Office Suite (including Excel, PowerPoint, Word) (Essential)
• Communicate effectively and concisely, both orally and in writing in English (Essential)
• Demonstrated ability to use standard office technology, including multi-line phone and voicemail systems, multifunction printers/scanners, etc. (Essential)
• Sound judgement, the ability to prioritize and adjust as required (Essential)
• Ability to take initiative and work independently with minimal direction (Essential)
• Professional, effective, concise communication (both oral and written) in English (Essential)
• Ability to deal effectively with internal and external customers (Essential)
• Exercise sound judgement, discretion and a high degree of confidentiality (Essential)
• Working knowledge of applicable…