Title: Senior Administrative Assistant – Patient Care

Department: Executive Directors – Patient Care

Hours of Work: Temporary Full-Time Position (Approximately 10 Months); Day Shifts

Salary: Class 03 - $34.06 - $40.87 per hour

Union: Non-Union

Location: Kingston General Hospital Site

PRIMARY FUNCTION

The Senior Administrative Assistant is responsible for coordinating daily activities of the Executive team members office; ensuring its efficient operation. The Senior Administrative Assistant acts with a high degree of professionalism, integrity and judgement as it is the first point of contact for inquiries which are of a confidential and/or sensitive nature. 

Working independently for substantial periods of time, the Senior Administrative Assistant ensures the effective flow of information, communication and seamless operations of the executive office.  The individual is responsible for the achievement of targeted outcomes and timelines, setting priorities, must exercising good judgement in decision making or appropriate deferral to others. The position facilitates communications and interactions with other departments within the hospital as well as with external stakeholders and community partners.

This position also supports other leaders in the hospital, in addition to Executive team members, and provides cross coverage and support to both the Executive Assistants and other Senior Administrative Assistants.

RESPONSIBILITIES & DUTIES INCLUDE:

1. Support the Executive(s) to manage key projects and programs within the hospital as well as those with community partners, including the monitoring of tasks and deadlines, such as performance reporting, financials, agreements, approvals, etc.  Support to the Executive(s) (committees and Board Committees/Task groups) by drafting and distributing reports, proposals, presentations, briefing notes, spreadsheets, presentations, graphical charts and correspondence. Also provides back up support to various hospital governance and management committees, assisting in the fulfilment of the committee mandate, including committees of the Board of Directors.
2. Manage and coordinate calendar activities for Executive(s) schedules/calendars, processes incoming and outgoing mail by prioritizing documents/meetings and proactively resolving conflicts. Ensure the Executive(s) is prepared for all meetings, appropriate preparation time is provided and that necessary follow-up post meeting is executed. Logistical coordination of activities for meetings and events, including travel arrangements, speakers, teleconferencing and A/V equipment bookings, room set up preparation and distribution of pertinent materials, OTN Videoconferencing Equipment.
3. Office coordination including maintenance of office supplies, departmental time sheets, expense claims, process agreements, contracts and funding requests, invoicing/requisitions, funding requests and maintenance requests. Streamline and organize processes to assist in the efficient flow of information, timeliness of responses to deadlines and general communication ensuring the smooth operation of the executive office. Maintain/organize files (paper and electronic) for easy accessibility.  Ensure proper administrative procedures are followed, recommend and/or design new ones, ensuring efficient running of the office.
4. Act as the first point of contact for the Executive office(s) involving engagement with the public, students/trainees, staff, residents, nurses and clinicians seeking assistance or advice on a broad range of issues. Screen, direct and handle calls from various stakeholders. Facilitate communications and interactions of the departments in the patient care and community partnerships portfolio. Liaises with external stakeholders and community. Provide first level response to unexpected occurrences/emergencies and take appropriate action. Participate on committees, projects and/or special events. Develops and implements event plans (including communication, marketing materials, arranging speakers, equipment, event evaluations, etc.).
5. Participate in a community of practice with other Senior Administrative Assistants, ensuring information sharing and consistency in processes and procedures.  Provide cross coverage and support to the Executive Assistant and other Senior Administrative Assistants, ensuring continued Executive support in the event of absence. 

NOTE - The above duties are representative but are not to be construed as all-inclusive.

BASIC QUALIFICATIONS:

• Completion of Community College Diploma (3-year program) or equivalent required.
• Community College Diploma in a relative position related field (e.g., office administration) preferred.
• Minimum 3-5 years administrative experience required.
• Related administrative experience preferred.
• Excellent verbal and written communication skills, (including proficiency in English) and competency developing draft communications for varied audiences including management, and external stakeholders.
• Critical thinking competency and ability to synthesize information from varied sources to distill key points required to inform work activities.
• Strong organizational, project and time management and problem-solving skills with impeccable multi-tasking abilities
• Attention to detail is essential in this role, maintaining awareness of priorities, tasks, deliverables, information flow, etc. is critical. Being able to independently manage requests that come to the EVP is also critical. Thinking ahead, being proactive, is essential.
• Excellent interpersonal skills and ability to interact effectively with all levels of the organization.
• Advanced proficiency in Microsoft Office Suite (testing required).
• Demonstrated proficiency in minute taking.
• Discretion and maturity in handling confidential matters.
• Demonstrated ability to deal with highly confidential and sensitive materials.
• Ability to work independently across hospital sites.
• Proven ability to attend work regularly.
• Successful criminal background check with vulnerable sector search.

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.
 

KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.
 

We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.