Job Description
This new and exciting position will be reporting to the Clinical Manager of 4M-Medicine. In addition, the position will be providing support to 4M-Medicine and other Medicine Units. This role is best suited for someone who understands or is keen to learn about the complex work that occurs in face-paced medical units and support by ensuring the unit(s) run smoothly. This role is best suited for someone who wishes to lend their cutting-edge solutions, organizational skills, keen attention to detail, and interest in improving and streamlining processes to support complex clinical areas.

Job Description
This new and exciting position will be reporting to the Clinical Manager of 4M-Medicine. In addition, the position will be providing support to 4M-Medicine and other Medicine Units. This role is best suited for someone who understands or is keen to learn about the complex work that occurs in face-paced medical units and support by ensuring the unit(s) run smoothly. This role is best suited for someone who wishes to lend their innovative solutions, organizational skills, keen attention to detail, and interest in improving and streamlining processes to support complex clinical areas.

Duties And Responsibilities

General office duties include sorting mail, phone, fax and email correspondence, maintaining computer and paper filing systems, arranging courier services, photocopying, ordering supplies, equipment maintenance, packages, and presentations and monitoring office activities

Reviewing and verifying purchased service invoices for unit(s)

Maintains staff master schedule templates, creates schedule drafts, and reviews staff requests

Schedules meetings (in person or virtual via Zoom), books rooms through the hospital's Scheduler Plus system,



records and distributes minutes, agendas and other materials

Attends relevant meetings as directed by CM and take minutes, distribute materials, invite attendees, etc.

Provides excellent customer service and serves as a front-line representative and communication relay person for the department

Creates/formats/photocopies slides, handouts and presentation materials

Arranges for interviews and interview packages

Maintains personnel files and staff database summaries for training and certification

Maintains binders/unit resources, formats policies and procedures, and keep physical copies up to date

Schedules and organizes performance appraisals and educational initiatives

Supports data entry of biweekly payroll

Assists with execution of departmental events by booking rooms, catering, arranging advertising, and room set up and take down

Maintains currency of quality boards and other unit based metrics

Continuously seeks opportunities for quality improvement to ensure optimal departmental operations

Confidential communications and access to confidential information will be a key component of this role.

Any other responsibilities as requested by the Managers

Qualifications

Graduate of a recognized office Administration program and/or an equivalent combination of education and experience

Minimum of 2 years of progressively responsible secretarial/administrative experience,



preferably in a hospital setting, is an asset

Proven proficiency in the use of computers with advanced knowledge of Microsoft Word, PowerPoint, Excel, Outlook Electronic mail, SJHC systems including scheduling system and payroll

Excellent interpersonal and verbal/written communication skills.

Ability to work independently and to manage competing workloads.

Demonstrated ability to work co-operatively and in a team environment.

Ability to employ highly organized and systematic work habits

Ability to work independently and to manage competing workloads in a calm manner

Demonstrated initiative and is a self-starter

Demonstrated ability to problem solve and multi-task in a busy environment

Demonstrated ability to prioritize work based on competing demands from multiple CMs

Demonstrates meticulousness and ability to perform self-checks for errors

Knowledge of medical terminology would be a definite asset

Demonstrated commitment to providing exceptional customer service

Satisfactory attendance record.

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.

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📌 Admin Assistant CM 4M Medicine (Ontario)
🏢 St. Joseph's Health Centre, Toronto
📍 Ontario