Administrative Assistant – Stronach Regional Cancer Centre

Job title:

Administrative Assistant – Stronach Regional Cancer Centre

Company

Southlake Regional Health Centre

Job description

Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka.Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada.Job SummaryReporting to the Director Central Regional Cancer Program, the Administrative Assistant – Medical Physics and Radiation Therapy is responsible for providing confidential and time sensitive administrative, coordination and organizational support to the Medical Phsycis and Radiation Therapy Department in the Stronach Regional Cancer Centre.
The Administrative Assistant will function with a high degree of attention to detail, quality of workmanship, accuracy and ability to prioritize work in a dynamic, fast paced, setting often working with competing priorities.Primary Responsibilities

• Provides confidential and time sensitive administrative services for the Medical Phsycis and Radiation Therapy Department often within competing periods.
• Provide administrative support to the Drug Reimbursement Program and Stronach Regional Cancer Centre Quality and Safety administrative needs.
• Ensures all deliverables or action required items are completed, reviewed and submitted on time.
• Prepares documents such as agendas, minutes, and related correspondence associated with meetings of assigned committees.
• Book travel and accommodation for Managers and staff, as required.
• Prepare work orders, assist in coordinating departmental repairs, prepare purchase requisitions, employee reimbursements, cheque requisitions, process invoices for payment, trouble-shoot financial issues with Purchasing Agents/Finance/vendors.
• Post memos for staff.
• Maintain departmental intranet pages.
• Maintain/revise log of professional credentials for Radiation Therapy Dept.
• Track/arrange staff performance reviews to meet Managers’ performance target.
• Coordinate onboarding and orientation access and documentation for new hires, job shadow visits, Radiation Oncology rotations for Medical Fellows and Residents.
• Conduct/document departmental safety audit(s); submit work orders/emails; follow-up with Facilities/external vendors.
• Maintain/post on Intranet up-to-date contact list of departmental staff.
• Assist Radiation Safety Officer with scheduling/documenting radiation safety training, , prepare/file documents required by CNSC, maintain log of visitors/workers to the radiation control areas, maintain incident logs, maintain authorized user list and assist in putting up required signs/postings.
• Assign, document, distribute and collect personal dosimeters for Radiation Medicine Program.
• Administrative oversight of Radiation/Medical Physics policies/procedures/protocols in electronic system, send for review, revise & send for approval, upload to Intranet.
• Assist with Physics Residency Program: Gather evaluations, upload/download documents to/from Sharepoint website; liaise with University of Toronto Dept. Radiation Oncology staff regarding Physics Residency Program as required.

Qualifications

• Completion of a recognized post-secondary office administration program at the certificate level or equivalent required. Medical terminology an asset.
• Minimum one year acute care related administrative support experience required.
• Proficiency in working with Microsoft Office 365, Excel, PowerPoint, and Outlook required.
• Ability to manage data to produce statistics, metrics, scorecards and reports required.
• Knowledge of technology equipment to enable seamless functioning of video conferencing preferred.
• Demonstrated, excellent communication, organizational and interpersonal skills.
• Experience engaging with staff/physicians/volunteers including patient and family advisors.
• Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to Southlake Regional Health Centre standards.
• Adept in the use of technology to support the program functions.
• Excellent verbal and written communication skills.
• Excellent organizational and time management skills with strong multitasking ability.
• Excellent interpersonal and customer service skills.
• Ability to produce high quality work with attention to detail.
• Ability to work well under pressure in a fast paced team environment.
• Ability to use good judgement in assessing difficult situations with resourcefulness and strong problem solving skills.
• Ability to anticipate the needs of others.
• Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information.
• Demonstrates initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously.
• Ability to identify administrative problems and make recommendations to solve them.
• Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders.
• Professional and customer service oriented with an ability to work with individuals across all levels of the organization.
• Ability to perform the essential duties of the job.
• Proven regular attendance record in previous positions.
• Regular attendance is a requirement of the position.
• Demonstrates understanding and complies with Southlake policies and procedures.
• Fosters a safe and inclusive environment for all.
• Commitment to providing the best possible experience for our patients and families as well as our staff and volunteers.
• Models behaviour that is aligned with the values of Southlake Regional Health Center.
• Always with compassion
• Power of many
• Serve with purpose
• Every voice matters
• Courage to think differently

At Southlake, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve, including those with disabilities. Southlake is committed to providing accommodations in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.It is the responsibility of all Southlake employees to work in a safe manner and promote health and safety in the workplace.Please note: If you are selected to move forward in the recruitment process, a Southlake Talent Representative will contact you via email. Please double check any emails you receive from Southlake and ensure that the address ends in @southlakeregional.org or @southlake.ca. If it does not, we do not recommend responding as your email may not be sent to the Southlake team.

Expected salary

Location

Newmarket, ON

Job date

Sun, 17 Nov 2024 04:34:30 GMT

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