Administrative Assistant

Mississauga
Job description
Job Description:

Reporting to the Director, Home and Community Care, this position provides administrative support and confidential services to maintain efficient operations of the department. Areas of responsibility include business requirement coordination under limited supervision in a team environment to ensure the effective management and relationship building of the department within Home and Community Care Support Services Mississauga Halton.


Date Posted:
November 23, 2022

Start Date: as soon as possible

Reports to: Director, Home and Community Care

Category: Temporary Full-time (to December 2023)

Primary Worksite location: Mississauga Office, 2655 North Sheridan Way (hybrid work model)


KEY RESPONSIBILITIES

  • Provides organized and proactive administrative support to Home and Community Care departments (Directors/Managers) including preparation, review, processing and distribution of correspondence, presentations, reports, information packages, briefing materials, or background documents
  • Acts as a liaison with counterparts across Home and Community Care Support Services or the province on matters involving committees the Director/ Manager/ team chairs or participates on
  • Prioritizes and manages calendars, sets up meetings on his/her behalf and resolves scheduling conflicts and makes adjustments as necessary based on changing needs and priorities
  • Maintains files and confidential records to ensure corporate compliance
  • Discusses issues, recognizing and bringing forward the urgent issues and forwards to the appropriate parties for resolution
  • Receives, reviews and prioritizes incoming mail, referring materials to appropriate teams for action as appropriate and follows up on outstanding items
  • Handles inquiries from internal and external sources; gathers background information and coordinates routine inquiries on own initiative as required
  • Edits and maintains the internet/intranet for the department
  • Inputs, updates or collates patient data for Home and Community Care statistical reporting
  • Takes clear, concise meeting minutes at management, team and other committee meetings
  • Liaises with other Administrative Assistants and Executive Assistants as necessary to resolve administrative problems and ensure the smooth running of the department
  • Participates on internal and/or external committees as required
  • Supports the team and works with team members to ensure department needs are met including absence coverage

QUALIFICATIONS

  • Post-secondary Certificate or Diploma in Business/Administration/Secretarial Program, general administration or related field (or equivalent combination of education and experience)
  • Two (2) to three (3) years’ experience providing administrative support to formal leaders (e.g., knowledge of the formal and informal protocols and methods of supporting senior-level staff)
  • Demonstrated experience with administrative procedures, processes and standards
  • Ability to use a variety of software programs, databases and programs including proficiency in the Microsoft Office Suite
  • Flexible, adaptable and responsive to change
  • Excellent customer service skills
  • Ability to handle sensitive and confidential information in a discreet and professional manner
  • Demonstrated ability to integrate information from a variety of sources into effective briefing materials, presentations, reports and summaries
  • Detail oriented, well organized and able to manage time and multi-task to accomplish a variety of tasks, sometimes with conflicting priorities and timelines
  • Strong data entry skills with attention to detail and accuracy
  • Basic project management skills


In line with our fundamental values of collaboration, respect, integrity and excellence, Home and Community Care Support Services is an inclusive employer which respects equity, inclusion, diversity and anti-racism. We are committed to attracting, engaging and developing a workforce that reflects the diverse communities we serve.


We welcome and encourage applications from all qualified applicants. We will provide accommodations throughout the recruitment and selection and/or assessment process to applicants with disabilities.


Home and Community Care Support Services has implemented a mandatory vaccination policy across the province that requires all staff to be fully vaccinated against COVID-19. Applicants being considered for employment will be required to provide proof of vaccination documentation confidentially to Human Resources upon hire. Any medical or human rights exemption requests will be reviewed and validated prior to an offer of employment.


All applications will be reviewed; however, only those selected for an interview will be contacted.



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Home and Community Care Support Services

Mississauga