Administrative Assistant

Trillium Health Partners

Sep 18

Applications are closed

Job
Full-time
Senior Level
People, HR & Administration
Facilities Management
Mississauga

Requirements

Knowledge & Experience
College certificate or administrative training equivalent required
Minimum 3 to 5 years of experience in a hospital or other health care related field
Minimum 5 to 7 years of experience in providing senior level administrative support
Skills And Abilities
Strong ability to work independently and proactively with minimal direction
Strong verbal and written communication skills
Excellent interpersonal and organizational skills
Exceptional time management and prioritization skills
Strong customer service skills
Proactive thinker with demonstrated ability to apply sound judgement and anticipate the needs of the leaders they support
Strong problem solving, analytical and conflict resolution skills
Excellent technical skills in full Microsoft Office suite, including Word, Excel and PowerPoint
The ability to function effectively during periods of rapid change and transition
Ability to build and maintain relationships with key internal and external stakeholders
Ability to link operational practices to business strategies

Responsibilities

Provides senior-level administrative support to Facilities, Store & Supply Chain Management and Patient Support Services Team, including but not limited to detailed daily calendar management, payroll entry, expense report management, processing invoices and purchase orders, meeting and event coordination, room booking and audiovisual and videoconference equipment set up, minute-taking and review/triage of incoming correspondence
Prepares briefings, meeting agendas, all user memos, Powerpoint presentations and composes complex correspondence on behalf of leadership
Monitors and coordinates document preparation, ensuring that documents are ready by established deadlines. Complies, proofreads and formats reports and other documents and presentations.
Responsible for managing the day-to-day logistics and coordination of the Facilities, Store & Supply Chain Management and Patient Support Services Team office across all sites
Independently carries out all assigned responsibilities and provides general departmental administrative support
Manages and monitors payroll reports and tracks vacations as required
Manages departmental supplies and equipment ordering, invoicing and securing of approvals from management
Manages Facilities, Store & Supply Chain Management and Patient Support Services Leadership Team files and documents, including online shared folders and SharePoint site
Responsible for device management within the department, including, but not limited to phones, mobile devices, computers, copiers and laptops
Acts as primary Facilities, Store & Supply Chain Management and Patient Support Services Team contact for general enquiries, including room booking requests and disseminates/prioritizes requests as necessary
Manages document and contract approval and sign-off processes for the Director Facilities, Store & Supply Chain Management and Patient Support Services
Coordinates and manages the processing and tracking of complex consultant and project contracts. Supports with Request for Proposal procurements.
Coordinates and manages departmental policies and procedures; engagement, approvals and preparing / posting to Paradigm
Liaises with Finance, Risk, Occ. Health, Shared Services West and other departments as necessary to support operational activities and reporting
Establishes and maintains effective relationships with management, program leadership and staff across the organization
Other duties as may be assigned from time to time
Travel between all three sites of Trillium Health Partners is required
Regular full time contract position, with flexibility to work outside of regular business hours to meet stakeholder needs as necessary.

FAQs

What is the job title for this position?

The job title is Administrative Assistant.

What is the employment status of this position?

This position is a Temporary Full-Time role until September 4, 2025.

What are the hours of work for this position?

The hours of work are Monday to Friday from 8:00 AM to 4:00 PM.

What is the pay range for this position?

The pay range for this position is $28.42 to $35.54 per hour.

What kind of experience is required for this job?

A minimum of 3 to 5 years of experience in a hospital or other healthcare-related field and a minimum of 5 to 7 years of experience providing senior-level administrative support are required.

Is travel required for this job?

Yes, travel between all three sites of Trillium Health Partners is required.

What are some of the main responsibilities of this position?

Responsibilities include providing senior-level administrative support, managing payroll reports, coordinating meetings and events, managing departmental supplies, and serving as the primary contact for general enquiries.

What educational qualifications are necessary for this role?

A college certificate or administrative training equivalent is required for this role.

Are there opportunities for professional development within this position?

Yes, Trillium Health Partners encourages growth and development opportunities for its employees.

What skills are essential for success in this position?

Essential skills include strong verbal and written communication, excellent organizational and time management abilities, customer service skills, and proficiency in Microsoft Office Suite.

Trillium Health Partners

Together, we challenge the limits of what is possible with compassion, excellence and courage.

Science & Healthcare

Industry

10,001+

Employees

Mission & Purpose

Trillium Health Partners is a leading healthcare provider in Canada, operating several hospital sites and offering a wide range of medical services, including acute care, complex continuing care, rehabilitation, and mental health services. Their ultimate mission is to provide exceptional, patient-centred healthcare, fostering a healthy community through quality and accessible medical services. The purpose of Trillium Health Partners is to improve the health and well-being of their patients by delivering compassionate, innovative, and integrated healthcare solutions, while also focusing on advancing medical research and education.