Administrative Assistant III

The Opportunity

Reporting to the Manager, Inpatient Surgical Care, the Administrative Assistant Level III provides multi-tasked administrative duties including working under minimal supervision, demonstrating initiative, good organizational skills, decision making and communication practices with regards to situations that may arise in dealing with patients, staff, the public, and community agencies in a professional and efficient manner.  The administrative assistant acts as a contributing member of the Children’s Health Discharge Planning team.

Responsibilities include but are not limited to:
• Responding to inquiries from families, staff, community vendors, and community health care personnel, troubleshooting, relaying messages, and referring calls, with follow-up as appropriate.  
• Identifying patient needs as the first point of contact and directing them to appropriate services/personnel
• Liaising with multiple internal departments, hospitals, external vendors, schools, and other government or non-profit agencies.
• Assisting families with the completion of forms and other documents.
• Compiling statistical data and generating reports.
• Managing Outlook Calendars.
• Ordering, maintaining, and distributing medical and office supplies.
• Tracking, issuing and retrieving medical equipment in conjunction with Clinical Engineering.
• Database entry in Excel and Emerald.
• Coordinating travel arrangements including booking and expense recovery.
• Document management including establishing and maintaining electronic office filing system.
• Preparing and tracking purchase requisitions in SAP, invoice creation and payment.
• Processing incoming/outgoing mail. 
• Participate in quality improvement and patient safety initiatives.
• Participate in care team discussions, offering input and energy into efforts at improving departmental efficiency and functioning.

Hours of Work

Mon – Fri, 8.0 hr. shifts

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Graduate from a recognized medical office administration diploma program required.
• Minimum two (2) years related administrative experience in a health care environment required.
• Advanced proficiency in Windows, MS Office programs, Outlook, Meditech, SAP and database programs and willingness to learn new software is required.
• Keyboarding skills of 60 wpm (at least) required.
• Successful completion of a medical terminology course required.
• Working knowledge of office equipment.
• Ability to work in a self-directed environment while working effectively and respectfully with an interprofessional team required
• Demonstrated excellent interpersonal, oral, and written communication skills, including direct interaction with clients, staff and public.
• Must have strong organizational skills that demonstrate the ability to prioritize upon short notice while maintaining attention to detail and accuracy.
• Strong ability to communicate professionally verbally and in writing, highlighting both conflict resolution and problem-solving skills, while maintaining a sense of customer service required.
• Excellent judgment diplomacy and discretion in handling confidential and/or sensitive information
• Demonstrated high regard for quality, accuracy, and attention to detail.
• Analytical and decision-making skills within scope of employment, actively anticipating and troubleshooting problems.
• Demonstrated flexibility and accountability to meet workload demands and prioritize workloads with a commitment to customer service
• Competencies in other languages an asset; French preferred.