Administrative Assistant, Mental Health, Child & Youth Protection - Temporary Full-Time (1.0) (until June 2027)

CHEO • Ottawa, ON

4d • CA$26 - CA$32 • Onsite

About The Position

CHEO is a global leader in pediatric health, dedicated to helping children and youth achieve their best lives. It has transformed into an integrated child and youth health system, combining clinical care, research, and education. CHEO's Research Institute focuses on world-class research across various children's health concerns. The organization has been recognized as a top employer in Canada and the National Capital Region multiple times. This role provides administrative support to a clinical or provincial program within CHEO.

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 calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities
• Maintaining awareness of the clinical/provincial 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.
• 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, and confidential files.
• Supporting the administrative aspects of 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 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
• Desire to learn and quickly adapt to new processes/ database updates and technology related platforms such as SharePoint
• 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: Entry Level
• Education Level: Associate degree