Administrative Assistant - Integrated Care

Administrative Assistant - Integrated Care - Internal

Job Number: J0125-0506

Job Title: Administrative Assistant - Integrated Care

Job Type: Temporary Full Time

Approximate End Date: September 29, 2025

Job Category: Administration / Clerical

Open Positions: 1

Date Posted: January 17, 2025

Closing Date: January 24, 2025

Hours of Work:

Days Mon-Fri

Position Summary

The Administrative Assistant, Integrated Care, is responsible for providing administrative support to the Integrated Care program and associated programs. This individual will support the Director of Integrated Care, the Director Planning and Patient Access and the associated programs and managers. This role maintains and projects a positive customer service atmosphere and is an integral part of the daily operations of the Integrated Care program.

PRIMARY RESPONSIBILITIES:

1. Providing administrative assistance to team members, external partners, clients and others as required including:
2. Maintaining office administration functions including: preparing general correspondence, filing, photocopying, printing, and replenishing supplies.
3. Ensuring that documents/referrals are received, filed and/or distributed in an accurate, timely and complete process.
4. Assisting in the scheduling and coordination of meetings including production and distribution of notices, agendas, minutes and arranging for required catering, equipment and room bookings.
5. Providing accurate and current answers to incoming general inquiries and/or redirecting as appropriate in a timely manner.
6. Answering and/or redirecting client inquiries in a timely manner.
7. Transcribing minutes and letters as required.
8. Preparing client education packages/letters, including the ordering and maintaining of resources.
9. Preparing statistical reports as requested by the team.
10. Maintaining and uploading information on the various program intranet sites/shared folders.
11. Booking meetings and creating agendas, completing minutes and circulating correspondence to committee members.
12. Acting as the point of contact for committee members.
13. Participating in recruitment activities for committee members including advertising, applications and orientation.
14. Scheduling visits for patients and completing reminder phone calls and other correspondence.

Qualifications

Education:
• Diploma in Business Administration or equivalent required.
• Completion of a Medical Terminology course is an asset.

Experience:
• Minimum two (2) years of administrative experience required.
• Related experience in health care environment preferred.

Competencies:
• Demonstrated computer literacy including working knowledge of Microsoft Office (Outlook, Excel, Access and Word).
• Demonstrated project management skills and experience.
• Demonstrated outstanding ability to organize, prioritize, multi-task and be flexible in order to adapt to stressful and rapidly changing situations.
• Demonstrated excellent interpersonal and communication skills (in English both written and verbal), discretion, and good public relations skills.
• Demonstrated initiative and good judgment in problem-solving and decision-making.
• Demonstrated ability to work efficiently, independently and in a teamwork environment.
• Demonstrated ability to demonstrate through performance, an acceptable level of ethical conduct and strict confidentiality.

Other:
• Demonstrates commitment to continued professional and personal growth and development through Continuing Education Programs and Self Directed Learning Opportunities.

OSMH is committed to diversity and equity in the workplace and welcomes applications from all qualified individuals, including women, visible minorities, Indigenous peoples, persons with disabilities, LGBTQ2S persons and others who may contribute to a diverse workplace.

Orillia Soldiers’ Memorial Hospital is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity, equal opportunity and maintaining a barrier-free selection process for job applicants. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the open position. Applicants need to make their requirements known to the Human Resources department when contacted. All requests are handled confidentially.