Administrative Assistant, Department of Psychiatry
Job Description & How to Apply Below
As a member of the busy Administrative Support team within the Department of Psychiatry, you will provide support to the Psychiatrists. Your day‑to‑day work will include scheduling and facilitation of referrals and patient appointments, communication with patients and families, coordinating and maintaining calendars, organizing and planning meetings/events, and general office administration such as word processing, correspondence, and answering inquiries.
Responsibilities
Work within an electronic patient information system to schedule and coordinate assessments and follow‑up appointments, including communication with patients and families.
Maintain confidentiality for all patient and staff personal and health information.
Manage calendars, including booking meetings and appointments and prioritizing requests.
Arrange meeting rooms, meals, audio‑visual and equipment services for meetings/events.
Respond appropriately to communication (phone/email) and all incoming inquiries to the Department.
Distribute and manage incoming mail and follow‑up as needed.
Establish and maintain an accurate electronic filing system.
Photocopy, scan and fax documents as required.
Assist in the preparation of meetings and rounds.
Prepare meeting agendas and attend and take minutes, when required.
Prepare original documents, including letters, reports, spreadsheets, edit presentations and educational materials.
Work individually and in collaboration with team members on projects including accreditation and grant submissions.
Perform cross training with other administrative staff to allow for additional coverage when needed.
Liaise with appropriate personnel to follow‑up on financial matters.
Support various team members leading projects and initiatives for the Department.
Perform some data entry for quality improvement and research projects.
Requisition office supplies, equipment and furniture, ensuring supplies are accessible to departmental personnel.
Ensure office equipment and furniture are operational and coordinate preventative and restorative maintenance/repair schedules.
Qualifications
Post‑secondary degree/diploma in business or office administration or a combination of education and experience.
A minimum two years of administrative experience.
Strong knowledge and proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and experience with Adobe Professional.
Exceptional interpersonal, oral and written communication skills.
Proven ability to prioritize work in an efficient and organized manner.
Highly developed evaluative and problem‑solving skills.
Demonstrated high level of judgment, tact and diplomacy in interacting with a wide variety of internal and external stakeholders.
Ability to work well independently and within a team environment.
Ability to work in a fast‑paced environment with many interruptions and multiple priorities.
Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives.
Preferred Qualifications
Administrative experience preferably in the healthcare industry.
Benefits
This position is eligible for employee benefits. The full benefits package will be discussed at the time of offer.
A focus on employee wellness with our new Staff Health and Well‑being Strategy.
A hospital that welcomes and focuses on Equity, Diversity, and Inclusion.
The opportunity to make an impact at Sick Kids and contribute to our vision of Healthier Children.
Employment Type
Full‑time, Permanent (35 hours/week), Hybrid.
Equal Employment Opportunity Statement
Sick Kids is committed to championing equity, diversity and inclusion in all that we do, fostering an intentionally inclusive and culturally safe environment that reflects the diversity of the patients, families and communities we serve. We are an equal opportunity employer and welcome applications from all qualified candidates. If you require accommodation during the application process, please let us know and we will provide support.
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