Careers at Niagara Health

Job Details

Job Title:

ADMINISTRATIVE ASSISTANT, FT

Posted Date:

2025-06-18

Closing Date:

2025-06-24

Functional Discipline:

CORPORATE

Job Description

VACANCY DETAILS

VACANCY NUMBER: 40825AC

JOB TITLE: ADMINISTRATIVE ASSISTANT, FT
STATUS: FULL TIME
DEPARTMENT: CORPORATE - QUALITY, PATIENT SAFETY & RISK AND PATIENT EXPERIENCE
LOCATION: MAROTTA FAMILY HOSPITAL, ST. CATHARINES
HOURS OF WORK: 75 HOURS PER PAY PERIOD; MONDAY - FRIDAY

POSTING DATE: 18 JUNE 2025
CLOSING DATE: 24 JUNE 2025

UNION: NON UNION
WAGE RANGE: $32.202 TO $36.434

POSITION OBJECTIVE:
Reporting to the Director(s), the detail-oriented incumbent will support Niagara Health's strategic plan by providing comprehensive administrative support to the Quality, Patient Safety & Risk and Patient Experience Departments, including the Indigenous Health Services and Reconciliation Team. Operating in accordance with Niagara Health's values at all times, this individual demonstrates a high-level of professionalism with the ability to build and maintain trusting and effective working relationships with internal and external contacts. Their goal is to streamline administrative processes, enhance efficiency, and contribute to a positive, well-organized work environment that supports the overall success of the organization. This includes: managing calendars and bookings; attending meetings, taking notes, and maintaining meeting minutes; organizing electronic files; handling internal and external communications on a variety of topics; pulling data from source documents and systems and providing summaries as needed; ensuring smooth day-to-day activities.

KEY RESPONSIBILITIES:
o Manages calendars: schedules appointments, meetings, and conferences; coordinates all internal and external bookings including meeting space and conference attendance; ensures all appointments are properly coordinated and confirmed
o Prepares reports, presentations, emails, briefing notes and other communications for internal and external audiences
o Serves as the first point of contact for internal and external communications including phone calls, emails, and mail
o Triages inquiries from staff, volunteers, physicians, visitors, and others; provides excellent customer service and redirects as necessary
o Maintains office supplies inventory and places orders for necessary supplies as needed, in accordance to approved budgets and guidelines
o Organizes and maintains digital and physical filing systems, ensuring all records are accurate and up-to-date; includes updating materials to internal channels, as needed
o Inputs data into relevant systems, tracks deadlines, and maintains accurate records for various office activities
o Supports the organization's annual operational planning cycle and engagement & events calendar
o Works closely with other portfolios/programs to ensure seamless communication and project execution
o Participates in or assists with special projects, presentations, or research tasks, as assigned
o Takes initiative to improve office procedures and operational efficiencies where applicable
o Provides other members of the team with various administrative support, as needed
o Other duties as assigned

COMPETANCIES:
o Time management & prioritization: handle a large and diversified workload with rapidly changing priorities and competing deadlines
o Digital fluency: proficient use of the Microsoft Office 365 suite, including Teams
o Communication skills: ability to create written communications in a variety of formats including emails, briefing notes, reports, and presentations
o Formal meeting support: arranging meeting space, managing invitations and attendees lists, taking meeting minutes, and transcription
o Interpersonal skills: ability to create trusting relationships while relying on exceptional customer service skills and manages conflict swiftly and effectively
o Team support: ability to work independently and resourcefully while supporting a broader team working toward the same goal
o Sound judgement: ability to maintain confidentiality and handle sensitive information with discretion during all interactions
o Efficiency mindset: looks for proactive opportunities to improve efficiency and escalates suggestions to the appropriate individual for review and approval

QUALIFICATIONS:
o Completion of a Community College Diploma specializing in Office Administration, or equivalent
o Minimum two years of administrative experience in an administrative role, or related clerical experience
o An equivalent combination of education, training, and experience will be considered
o Work experience in a unionized health-care setting an asset

Questions, quoting the job posting number may be directed to hrrecruit@niagarahealth.on.ca

At Niagara Health, we value diversity, equity and inclusion, and welcome applications from all people. We are especially interested in hearing from you if you are excited about being part of a respectful and hard-working team in the beautiful Niagara Region, have a passion for service and excellence in healthcare, have a background or related expertise in the healthcare environment, supporting patient care and providing extraordinary customer-service.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Niagara Health will provide accommodations through the recruitment process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

At Niagara Health, we are committed to advancing diversity, equity and inclusion. As a part of this work, we collect information on Ontario Human Rights Code grounds and non-Code grounds in order to: hire and retain diverse talent, prevent and/or address systemic barriers to access and opportunity, improve service delivery and programs and advance diversity and inclusion overall. All identification questions are optional and include a "prefer not to answer" option.

Vacancy Detail

Search Criteria