Administrative Assistant, Mental Health, Acute Care Services - Permanent Full Time (1.0)

CHEO • Ottawa, ON

8d • CA$26 - CA$32 • Onsite

About The Position

CHEO is a global leader in pediatric health, serving over 500,000 children and youth annually. The Mental Health Acute Care Service is seeking an Administrative Assistant to provide comprehensive administrative support to a large interdisciplinary team. This team offers services to children and youth experiencing significant mental health issues, including emergency services, a 19-bed inpatient unit, a 3-bed Short-Stay unit, and an outpatient after-care clinic. The program is dedicated to providing evidence-informed, integrated, and coordinated family and patient-centered care, with a strong focus on improving community mental wellness.

Requirements

• Criminal Record Check (Essential)
• Diploma in relevant field (Essential)
• Approximately 12 months of related experience (Essential)
• Clinical terminology proficiency (Essential)
• Bilingualism (English and French) (Essential)
• Sound judgement, the ability to prioritize and adjust as required (Essential)
• Ability to anticipate needs, as well as plan and prioritize work. (Essential)
• Ability to take initiative and work independently with minimal direction. (Essential)
• Ability to multi-task and complete tasks in a timely fashion; (Essential)
• Strong organizational skills (Essential)
• Detail-oriented (Essential)
• Discretion and a high degree of confidentiality; (Essential)
• Professional, effective, concise communication (both oral and written); (Essential)
• Comprehensive use of MS Office including word processing, spreadsheet, presentation, email; (Essential)
• Use of a voicemail system, photocopier, multi-use fax machine. (Essential)

Nice To Haves

• Knowledge of medical terminology (Preferred)

Responsibilities

• Maintaining calendars and scheduling meetings, appointments, and/or events; preparing necessary documentation for meetings, appointments and/or events; rescheduling meetings, appointments and/or events based on availability to avoid conflict with competing and changing priorities.
• Maintaining awareness of the program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports, etc.)
• Supporting the program with human resources processes for new CHEO staff and medical staff including recruitment, hiring, orientation, onboarding, workstation/office setup, etc.
• Submitting required information to support physician billing (if applicable)
• Establishing, developing, and maintaining various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, processing mail, confidential files and BF systems
• Supporting the administrative aspects of the program’s academic and research mandates
• Preparing annual program summary reports
• Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering
• Making travel and hotel arrangements for staff and out-of-town families/visitors.
• Prioritizing incoming mail and documents and distributing appropriately
• Photocopying, collating, faxing, and distributing documents.
• Proofreading documents for grammar and spelling
• Typing, transcribing dictated correspondence, and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review
• Performing financial clerical functions such as billing, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, enrichment fund reimbursements, etc.
• Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
• Maintaining both electronic and paper filing systems
• Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
• Ordering supplies as required.
• Performing other duties as assigned

Benefits

• competitive salary and comprehensive benefits package
• unique culture that fosters dedication, communication, respect and teamwork
• place where your opinions will be respected, contributions valued and your initiatives rewarded
• family-friendly environment that supports you and your own family, as well as the children, youth and families we serve
• chance to grow — personally and professionally — through our comprehensive orientation program and on-the-job learning
• support for continued education and learning
• potential for a relocation reimbursement benefit
• truly unique work environment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree