Executive Assistant

KEY FUNCTION:
Provide efficient and confidential administrative support, and ensure the day-to-day operations are effectively and efficiently managed, coordinated, and performed.

REPORTING:
Under the general direction of the Chief Information & Privacy Officer (CIO).

DUTIES:
1. Manage and coordinate the flow of information to and from the CIO’s office.
2. Coordinate and schedule appointments and prioritize and maintain the CIO’s schedule.
3. Coordinate travel arrangements of the leadership team; complete travel expense claims for submission and approval as required.
4. Monitor and assist with budgetary preparation and ensure submission deadlines are met.
5. Oversee the development of purchase orders, accounting of expenditures, and distribution of funds as required.
6. Manage and redirect correspondences/inquiries (i.e. telephone calls, walk-ins, emails, mail, fax) and obtain approval as required.
7. Manage patient and employee complaints and direct to appropriate area for timely response.
8. Prepare and organize a variety of documents and correspondence in an accurate and professional format, and obtain approval prior to issuance as required.
9. Coordinate meetings/conference calls, prepare agendas, ensure appropriate follow-up, book meeting rooms, coordinate audio visual (AV) and catering requirements, and facilitate videoconference events.
10. Complete special projects as assigned.
11. Maintain and update filing systems and electronic record management systems.
12. Process bi-weekly payroll data as required.
13. Coordinate regular and special events as assigned.
14. Facilitate the gathering of statistical information and coordination of reporting requirements as it pertains to the specific program.
15. Provide administrative support to members of the administrative team as required.
16. Ensure the CIO is kept abreast on all internal and external issues, and is advised of and prepared for all appointments and meetings.
17. Act as a liaison between the CIO and HSN’s Board of Trustees, senior leadership, management, physicians, staff, internal and external stakeholders, and the general public.
18. Act as the recording secretary for assigned committees.
19. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
20. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
21. Educate and promote health, safety and wellness in the work place.
22. Represent the department or program on various committees and in meetings as required.
23. Perform other duties as assigned.

QUALIFICATIONS
EDUCATION AND TRAINING:
1. Minimum of a two (2) year Diploma in Office Administration or Business Administration, from an accredited college.
2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:
1. Minimum of three (3) years’ experience working in an administrative support role at a senior management level, preferably in an IT or health care environment.
2. Minimum of two (2) years’ experience working with Human Resources Systems.
3. Experience working with Health Information Systems is preferred.

KNOWLEDGE/SKILLS/ABILITIES:
1. Demonstrated minimum typing speed of 50 words per minute.
2. Demonstrated superior time management, prioritization, organizational, analytical, critical thinking, problem-solving, and leadership skills.
3. Demonstrated proficiency in taking and transcribing minutes.
4. Demonstrated ability to compile data, and independently manage small to medium sized projects.
5. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
6. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
7. Demonstrated excellent computer skills with proficiency in Microsoft Office software (Word, Excel, Power Point and Outlook) and patient information systems.
8. Demonstrated superior interpersonal and communication skills, both written and verbal.
9. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
10. Demonstrated discretion and maturity when handling confidential information.
11. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY:
1. Demonstrated ability to work flexible hours and attend mandatory meetings as required.
2. Demonstrated commitment to continuous quality improvement.
3. Proven ability to work independently and in a team environment.
4. Demonstrated commitment to ongoing professional development.
5. Demonstrated professionalism in dealing with confidential and sensitive issues.
6. Demonstrated positive work record and excellent attendance record.
7. Ability to meet the physical and sensory demands of the job.
8. Ability to travel between local sites.

Processus de sélection :  Les candidates et les candidats à ce poste seront sélectionnés en fonction de leurs aptitudes, de leurs capacités, de leur expérience et de leurs compétences indiquées dans le curriculum vitæ ou le formulaire de demande dûment rempli. L’hôpital se réserve le droit de mener une entrevue officielle au besoin. Cette annonce concerne un poste vacant. 
 
Horizon Santé-Nord s’engage à offrir des mesures d’adaptation aux candidates et candidats en situation de handicap afin de favoriser leur participation aux étapes du recrutement, de l’évaluation, de la sélection et de l’embauche.

HSN REMERCIE TOUTES LES PERSONNES POSANT LEUR CANDIDATURE.
CEPENDANT, NOUS COMMUNIQUERONS UNIQUEMENT AVEC CELLES RETENUES POUR UNE ENTREVUE.

NOUS N’ACCEPTERONS PAS DE DEMANDES APRÈS LA DATE ET L’HEURE DE CLÔTURE.