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 fast-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
- Career development and mentorship opportunities
- Access to Waypoint’s Employee & Family Assistance Program (EFAP)

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