North Simcoe Muskoka Specialized Geriatric Services - Waypoint Centre for Mental Health Care

Employment Type:

Full Time

Closing Date:

Description:

The Director of NSM SGS is currently seeking a Full-Time Administrative Assistant. The purpose of the position is to provide administrative support/secretarial services to the program leadership team.

Please Note: Office location is in the regional office of the NSM SGS program in Barrie. Travel within the NSM SGS region will be required for this role.

Take and process minutes of assigned committees/meetings; composing, typing and distributing agenda, meeting coordination - arranging attendees, including electronic invitations; room booking, catering.

Prepare pay and attendance-related records; liaise with Financial Services

Coordinate scheduling for the Director, Physician Lead and other members of the program leadership team using own judgment to set up appointments; determining urgency and nature of appointments; attaching pertinent information.

Support the budget process by data gathering; data entry; invoicing; preparing and processing completed travel/expense claims, ordering supplies..

Provide support to ensure the smooth operation of the Barrie office including ordering supplies and equipment, getting mail, maintaining office supply inventory, ensuring appropriate operation of on-site equipment.

Collect and collate information, as required and/or directed, to compose correspondence and/or prepare reports/presentations/spreadsheets/graphs/special projects in response to requests from NSM SGS program leadership team as appropriate using various software applications (Microsoft Office Suite, etc.).

Provide word processing services to Hospital standards to create, charts, graphs,



tables, manuals, policy/procedures, confidential material, letters, memorandums, minutes, forms, and merging of lists, etc.; receiving documents from teams and proofing and formatting to Hospital standards by using various software applications; operating program- specific software.

Receive, prioritize, store and distribute information from all mediums (telephone, mail, fax ,email); responding as required and/or directed; drafting responses as required for own or NSM SGS program leadership signature; ensuring items are brought forward and followed up as directed; ensuring filing system complies with common practices; maintaining a bring-forward file; ensuring that pending issues are addressed coordinating arrangements to facilitate transfer, admission, discharge, as required; coordination of outreach activities/communitylinkages as required.

Support technology requirements of the NSM SGS program team, including providing support as required related to equipment, Microsoft Teams, zoom etc.

In collaboration with the Director and Managers, support the coordination and on boarding and off-boarding of NSM SGS staff; ensure annual Waypoint requirements are scheduled and completed by appropriate program staff (i.e. performance appraisals, safety reviews, etc.)

Travel to the various program sites as required to support deliveries, staff needs.



REQUIREMENTS/QUALIFICATIONS:

Post-secondary education in an office administrative program or related field

Three to five years of recent administrative experience in a rapid-paced medical environment, preferably within a hospital setting.

Valid Ontario G Driver's License is required for travel.

Knowledge of the programs or department's roles, administrative functions, objectives, and activities to effectively manage communication.

Experience supporting specialized geriatric services preferred

Proven advanced level computer software experience including proficiency in Microsoft suite and Meditech preferred

General knowledge of budgetary practices and processes

Results oriented work ethic to work independently and undertake tasks needed to accomplish work objectives and deliver quality, consistent and timely results

Demonstrated leadership, conflict resolution, interpersonal and organizational skills

Proven written and verbal communication skills

Proven ability to adapt readily to change

Models and promotes core ethical practice, Waypoint Values, and reflects an optimistic and positive attitude

Preference for proficiency in French/English language skills

WHAT WE OFFER:

A comprehensive and generous benefit plan including dental coverage, paid vacation and holidays, sick days and extended health benefits

Participation in the Health Care of Ontario Pension Plan (HOOPP)

Relocation support program for eligible staff

Participation in the employee referral program

Professional development and mentorship opportunities

Access to Waypoint’s Employee & Family Assistance Program (EFAP)

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📌 Administrative Assistant SGS (FT) (Ontario)
🏢 North Simcoe Muskoka Specialized Geriatric Services
📍 Ontario