Job Summary & Requirements

Job Summary & Requirements

Reporting to the Operations Director, Emergency, Critical Care & Trauma, the Administrative Professional provides confidential administrative and operational support to the Managers and Supervisors/Coordinator within the Emergency Department, Intensive Care Unit (ICU), and Trauma Program.

The Administrative Professional is responsible for a broad range of administrative functions including report preparation, meeting and event coordination, minute taking, hiring and onboarding administration, ordering and invoice processing, staff recognition initiatives, committee support, and the preparation of presentations and documentation for internal, regional, and provincial audiences. The role also supports departmental communications, operational activities, quality initiatives, and program projects while serving as a key liaison between leaders, staff, and external partners.

This position works closely with leadership teams across Emergency, Intensive Care, and Trauma, collaborating with physicians, managers, supervisors, coordinators, data analysts, and administrative colleagues to support the efficient day-to-day operations of these programs.

Education

- Completion of a two-year College diploma in Office Administration, Executive Office Administration, Business Administration, or a related field required.

- Completion of a medical terminology course or demonstrated knowledge of medical terminology is considered an asset.

Experience

- Minimum three (3) years of progressive administrative experience supporting leaders in a complex workplace, preferably within a healthcare setting.

- Experience coordinating multiple calendars, meetings, and competing priorities for managers and/or supervisors.

- Experience supporting hiring and onboarding processes, committee administration, event coordination, and operational activities.

- Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, CoPilot, and Visio.

- Experience using Microsoft Teams, SharePoint, Forms, OneNote, and other Microsoft 365 collaborat ion tools is considered an asset.

- Experience preparing professional reports, presentations, meeting materials, and minutes.

Responsibilities





- Provide administrative support to the Managers and Supervisors/Coordinators within the Intensive Care Unit (ICU), Emergency Department (ED), and Trauma Program.

- Coordinate internal and external meetings, calendars, and correspondence, while managing scheduling conflicts, meeting logistics, and related administrative requirements.

- Facilitate the timely completion, approval, and submission of Ministry reporting requirements, program deliverables, and other departmental documentation.

- Review, proofread, and format documentation for manager and supervisor review and approval.

- Prepare e-requisitions, payment requisitions, invoices, and other financial documentation with a high degree of accuracy.

- Prepare and distribute agendas, meeting packages, and supporting documentation; attend meetings, record minutes, track action items, and monitor follow-up activities.

- Coordinate and support employee recognition activities, team events, educational sessions, and department initiatives.

- Maintain flexibility and responsiveness to changing priorities and urgent operational needs.

- Maintain accurate files, records, databases, and departmental documentation.

- Facilitate departmental communications, including distribution of information, communication materials, and recognition initiatives.

- Coordinate hiring and onboarding activities, including interview scheduling, completion of required documentation, orientation scheduling, and related administrative processes.

- Support departmental moves, operational changes, and change management initiatives as required.

- Coordinate and support Trauma Program injury prevention activities, including initiatives such as the P.A.R.T.Y. Program, Stop the Bleed, and other community-facing events.

- Complete departmental supply ordering and inventory-related activities while processing invoices, billings, and payments with attention to detail.

- Support quality improvement initiatives, accreditation activities, committee work,



and operational projects through coordination, documentation, and follow-up.

- Collaborate with the Administrative Professional - Director, to ensure seamless administrative coverage and support across the Emergency, Critical Care, and Trauma portfolio.

Competencies

- Demonstrated commitment to maintaining strict confidentiality

- Superior multi-tasking, analytical and problem-solving skills

- Strong organizational, prioritization and time management skills with the ability to prioritize multiple, often conflicting demands.

- Adaptable to changes and able to work flexible hours in a fast-paced work environment

- High level of professionalism, initiative and creativity

- Demonstrated commitment to collaboration, professionalism, customer service, and fostering positive working relationships.

- Skilled in the ability to take and transcribe meeting minutes, ensuring clear, concise, and timely documentation of key discussions and action items

- Proficient in performing office administrative tasks with a high degree of independence and sound judgment, ensuring efficient operations and adherence to organizational procedures.

- Excellent interpersonal and communication skills to effectively communicate with all staff at all levels

- Proven commitment to accuracy with strong attention to detail in all aspects of work.

- Demonstrated ability to prioritize tasks and perform effectively in a fast paced, high-demand environment.

- Demonstrated ability to work independently and collaboratively as part of a team.

- Demonstration of commitment to ongoing learning.

- Demonstrated ability to anticipate needs, identify issues, and proactively implement solutions.

- Strong project coordination skills with the ability to manage multiple priorities, competing deadlines, and changing operational requirements.

- Ability to exercise sound judgment, discretion, and decision-making when handling confidential or sensitive information.

- Strong attention to detail and commitment to accuracy in all aspects of work.

- Demonstrated ability to build effective working relationships with managers, supervisors, physicians, staff, and external collaborators with a high degree of professionalism, discretion, and customer service.

📌 Admin Profess (Barrie)
🏢 Royal Victoria Regional Health Centre
📍 Barrie