Admin Assistant Director Legal

Unity Health Toronto, comprised of Providence Healthcare, St. Joseph's Health Centre and St. Michael's Hospital, works to advance the health of everyone in our urban communities and beyond. Our health network serves patients, residents and clients across the full spectrum of care, spanning primary care, secondary community care, tertiary and quaternary care services to post-acute through rehabilitation, palliative care and long-term care, while investing in world-class research and education. Join our team in our mission to continue to put patients and families at the centre of everything we do, in the role of Admin Assistant Director Legal.

The primary role of an Administrative Assistant is to conduct the business support functions of the office of the Director. This includes providing administrative, clinical, organization and secretarial support at the Director level. This role requires daily communication both internally and externally to St. Michael's Hospital. The role also includes facilitating meeting schedules and committee work within the program.

DUTIES & RESPONSIBILITES

• Drafts, types and edits memorandums, letters, presentations, reports, minutes/agendas, and policies and procedures;

• Organizes, maintains and prioritizes schedule of Director;

• Plans meetings, projects and conferences;

• Coordinate/maintain and organize daily calendars, meetings, room bookings, conference calls, video conferencing, AV support, along with standard administrative functions (printing, couriering, fax, photocopying, scanning, office supplies, AV equipment, etc.).

• Types agenda and minutes for all meetings;

• Collects and reports statistical information;

• Research, compile, assimilate, and prepare confidential and sensitive documents

• Performs other clerical duties such as filing: photocopying, faxing, and mailings;

• Coordinates and compiles quarterly performance and annual reports for the portfolio;

• Acts as the front line contact for internal and external customers who would like to make contact with the Director. Triages issues, and acts to achieve solutions prior to the Director becoming involved;

• Assists with recruitment initiatives within the department.

• Receive and screen incoming calls and visitors, determine priority status, and make referrals to appropriate staff or provide requested information

• Respond to urgent issues in a timely manner, e.g.: critical incidents; staff issues and public relations etc.

• Design, development and implementation of documents (flyers, templates, event timeline, charts), formatting forms (chart audits, flowsheets), etc.

• Provide secretarial vacation coverage.

• Networking people and resources.

• Crisis management for Chiefs/Directors as needed, i.e. scheduling conflicts, staff issues/performance, etc.

• Monitor upcoming emergency situations and assist in coordinating supports, communicating and implementing processes.

• Coordinate correspondence priorities and deadlines.

• Manages communication for Managers, Educators, Physicians, Senior Management, Program staff, patients and external public agencies and/or regional programs, etc. that are seeking to contact the Chiefs or Director.

• Develop and maintain extensive filing systems, both for hard copy documents and electronic documents as required by the Chiefs or Directors.

• Triage calls and correspondence to the appropriate person.

QUALIFICATIONS

• Graduate of a recognized Office Administration program or equivalent required;

• Five (5) years administrative experience;

• Proven experience with various software applications, such as Microsoft Office, Word, Excel, PowerPoint, Outlook and Payroll Systems.

• Advanced problem-solving abilities and demonstrated ability to develop systems that create efficient work flow.

• Exercise good judgment in a variety of situations; maintain confidences while balancing multiple priorities.

Length of temporary contract - 1 year

As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. Please note, if you are extended an offer of employment,

you will be required to provide proof of vaccination in Ontario QR Code format.

All internal candidates must be in compliance with Unity Health Toronto¿s COVID-19 Vaccination Policy.