Admin Asst Team Leader

Job Summary & Requirements

As the Administrative Assistant Team Lead, you will provide confidential administrative support services to the Operations Director, Clinical Director, Program Chiefs, Physician Groups, Program Managers and oversight of Program Administrative Assistant(s) in maintaining the efficient operation of the program. In coordinating the day-to-day activities of the office, this role has responsibility for report preparation, maintaining files, formatting complex documents, and meeting/event planning. This role actively collaborates with the other Program Assistants in supporting RVH programs. In addition, collaborates with the Senior Administrative Assistant Team and the Senior Leadership Team they support.

Education:

• Community College Diploma in a related discipline
• Completion of a medical terminology course or comprehension of medical terminology an asset
  
  

Experience:

• Progressive administrative experience supporting a senior level manager/executive, preferably in a health care environment
• Experience in the management and coordination of senior managers/executive schedule
  
  

Competencies:

• Demonstrated commitment to maintaining strict confidentiality
• Superior multi-tasking, analytical and problem-solving skills
• Strong organizational, prioritization and time management skills
• Excellent interpersonal and communication skills
• Adaptable to changes and able to work flexible hours in a fast-paced work environment
• High level of professionalism, initiative and creativity
• Keen attention to detail
• Must have a positive nature, can-do attitude and be a team player
• Must be able to compose letters and deal with routine correspondence
• Ability to take and transcribe minutes
• Excellent knowledge of MS Office including PowerPoint, Word, Excel and Outlook
  
  

Responsibilities:

• Provide administrative support to the Operations Director, Medical Directors and Program Chiefs by:
• Drafting and proofing correspondence, presentations, reports, invoices, etc.
• Receive and respond to telephone and e-mail enquiries on behalf of the Operations Director, Medical Directors and Program Chiefs and/or flagging priority items for response
• Provide oversight of Admin Assistant(s) in maintaining the efficient operation of the program.
• Facilitate the necessary paperwork for timely completion, approval and submission of various Ministerial and Provincial Agency/Institution reports.
• Supporting the Medical Directors and Program Chiefs preparing schedules, meeting materials, invoices etc. as required and facilitating communication program/hospital wide.
• Support the Program’s Medical Staff Committee’s by preparing and distribution of packages.
• Assist and support with the Program’s Physician recruitment and retention by working with the Directors, Chiefs, Recruitment Team, Medical Affairs,
• Lead user for new information technology systems related to admin support for reporting and procurement on finance, human resources and purchasing
• Assist with the accreditation processes by overseeing completion of all data entry and preparation of all manuals for teams.
• Support and co-ordinate the Program through any applicable moves, new units/beds, Redevelopment, etc. (Purchasing, communication, etc)
• Coordinating and monitoring Program Directors, Clinical Directors, Program Chiefs, Program Managers internal/external meetings on a priority basis, handling scheduling conflicts, meeting room logistics and travel arrangements.
• Preparation and distribution of agendas and documentation for meetings to allow for timely review of meeting materials, attend meetings to take minutes and track action items.
• Review and proof all documentation submitted for Operations Director, Medical Directors and Program Chiefs signature
• Interacting with internal/external contacts with a high degree of professionalism.
• Apprising the Operations Director, Medical Directors and Program Chiefs of any updates and/or potential problems as they occur.
• Maintaining flexibility to respond to urgent requests and priorities.
• Attend meetings on behalf of the Operations Directors as required.
• Review all incoming invoices, expense forms, etc. noting issues for Operations Directors review and approval.
• Maintain appropriate budget files and records
• May include providing replacement coverage for the Senior and/or Program Administrative Assistant Team and provide administrative support for the Senior Leadership Team as required.
• Exhibits the core values of Royal Victoria Regional Health Centre: Team Up, Be Kind, Do Great Things, Inspire Trust and Be Bold.