Executive Assistant I

Hospital Whitby Ontario Shores Centre for Mental Health Sciences
Ontario Shores Centre for Mental Health Sciences (Ontario Shores) is a public hospital that provides inpatient, outpatient and consultation services for people with complex mental illness. Our patients benefit from a recovery-oriented environment of care built on compassion, inspiration and hope. We engage in research, education and advocacy initiatives to advance the mental health care system and are proud to work with partners across the continuum of care. If you thrive on innovation and positive change, and share our vision of Recovering Best Health, Nurturing Hope and Inspiring Discovery, Ontario Shores is the place for you.
Division
Non-Union
Job Title
EXECUTIVE ASSISTANT I
Classification
Employment Type
Full-time
Number of Vacancies
1
Hours of Work
Full-Time (37.5 hours per week) Days
Location
Main Site - 700 Gordon Street - Whitby, ON L1N 5S9 CA (Primary)
External Contract End Date
Position Summary

To provide administrative support in the effective day-to-day management of Ontario Shores Center for Mental Health Sciences which frequently involves dealing with confidential and sensitive matters such as: preparing various reports and background briefing notes for the Chief Operating Officer/Chief Financial Officer in all aspects of the Centre’s operation; assisting in the promotion and maintenance of good employee/employer relations amongst all Staff, Board, Committees within the facility as delegated and in the community.

Qualifications Required and Preferred

The incumbent is responsible for assisting and supporting the Corporate Executive Assistant / Board and the Chief Operating Officer (COO)/Chief Financial Officer (CFO) by:
• Providing office, project and event management support for the CEA and COO/CFO.
• Assisting in fact finding, preparing briefing notes, etc. on various issues pertinent to all aspects of the facility’s operation.
• Assisting in the promotion and maintenance of good employee/employer relations amongst all staff of the facility.
• Preparing a variety of correspondence and proofreading for accuracy.
• Establishing and maintaining files.
• Preparation of meeting materials including distribution of agenda packages and taking meeting minutes for Board and various Hospital committees.
• Maintaining calendars, coordinating appointment schedules and making travel arrangements and accommodations.
• Implementing decisions from Board, various Hospital committees, task forces, etc. on direction from the COO/CFO.
• Participating in the ongoing redevelopment of the facility by active involvement on facility and
• community strategic planning and implementation committees as assigned by the COO/CFO.
• Providing coverage to Executive Assistants for breaks, vacation and illness.
• Work effectively with Senior Managers and the Executive Assistant Team.
• Responsible to recognize and report patient, staff, and environment safety issues, identify and implement preventative and corrective actions, within the scope of this role.
• Assuming other duties as assigned.

QUALIFICATIONS:

• Completion of Office Administration Program within a recognized Community College
• 3 years recent experience in a professional environment.
• Keyboarding 60 w.p.m.

QUALIFICATIONS PREFERRED:

• Experience in a mental health or hospital environment.

KNOWLEDGE

• Job requires strong knowledge in administrative principles and practices
• Job requires knowledge at Intermediate to advance Microsoft Office Suite computer skills and internet.
• Job requires knowledge of grammar, punctuation and spelling.
• Job requires knowledge of office equipment.

SKILLS

• Strong skills in management of administrative practices.
• Excellent interpersonal and customer service skills and communicating with tact and diplomacy in all interactions.
• Excellent proof-reading abilities.
• Strong organizational, prioritization and time management to ensure that assignments are completed within established time frames.
• Strong planning and coordinating abilities to ensure proper travel schedules, meeting rooms, scheduled luncheons are coordinated successfully.
• Strong judgment, problem solving and analytical skills to determine effective ways to present correspondence, reports, charts, tables and presentations.
• Job requires attention to detail reviewing all materials.

ACCOUNTABILITY

• Maintains compliance with Freedom of Information and Protection of Privacy Act, the Occupational Health and Safety Act.
• Accountable for understanding the Confidentiality and Privacy can Code of Conduct for Ontario Shores.
• Accountable to maintain attendance to satisfactorily perform the job.
• Ability to work independently with minimal direction.
• Job requires freedom to schedule appointments/meeting for CEO.
• Job requires determining what information is confidential and whether or not is should be divulges when responding to inquiries.
• Follows procedures and guidelines for Ontario Shores

WORKING ENVIRONMENT
Office Environment
Requires intense concentration. Long periods of sitting

Closing Date
9/17/2020
Personal information you provide to Ontario Shores Centre for Mental Health Sciences (Ontario Shores) is collected pursuant to the Public Hospitals Act R.S.O 1990, c. P.40. It will be used for the purpose of determining eligibility for employment. At all times it will be treated in accordance with the provisions of the Freedom of Information and Protection of Privacy Act. If you have questions about the collection of your personal information, contact the Leader, Privacy & Access at 700 Gordon St. Whitby, ON L1N 5S9; 905-430-4055 ext. 6712 or refer to the Privacy & Access pages on the Ontario Shores website. Upon request, individual accommodation can be provided to applicants who meet the required qualifications outlined in the job descriptions, and have been invited for an interview. For questions and concerns, please contact Human Resources at 905.430.4055 ext. 6191.
Ontario Shores Centre for Mental Health Sciences is an Equal Opportunity Employer
Ontario Shores is committed to diversity and inclusivity in employment and encourage applications from all qualified individuals of diverse backgrounds. Ontario Shores is also committed to providing accommodations for people with disabilities as part of our hiring process. If you have special requirements, please advise us during the recruitment process.
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