Ontario Shores Centre for Mental Health Services
Whitby, ON
The Administrative Assistant for the portfolio of Geriatrics and Pharmacy will play an integral role in supporting this portfolio’s success. This role will promote exemplary customer service and will support and promote a positive public image for the Director, the program and the organization. Using superior secretarial, administrative and organization skills, the Administrative Assistant will coordinate the daily administrative aspects of the Administrative Director and provide support the Medical Director of Geriatrics.

The Administrative Assistant must:
  • Demonstrate professionalism, diplomacy, confidentiality, creativity, initiative, flexibility and enthusiasm;
  • Demonstrate superior communication and interpersonal skills, both oral and written.
Qualifications Required and Preferred

The incumbent is responsible for assisting and supporting the Director by:

Fact finding and preparing a variety of documentation as required
Promoting and maintaining good employee/employer relations amongst all staff
Prioritizing regular and electronic mail that comes to the Director recommending and preparing responses, actions as requested
Providing administrative support related to correspondence, memos, presentations, reports etc.
Assisting with the preparation of presentations, reports and plans including researching material and gathering of same and/or obtaining input
from various programs and services independently.
Establishing and maintaining electronic and manual files
Making arrangements for meetings, conferences, and education including coordinating and distributing related agenda and materials
Taking and preparing minutes, following up on action items, tracking meeting quorum.
Project managing portfolio committees
Maintaining Director appointment calendar, coordinating appointment schedules and making arrangements for travel, accommodation, meetings, conferences and luncheons
Assisting in various projects as assigned
Bringing forward sensitive issues to the Director in short order
Work effectively with Clinical Managers and Physicians
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

Completion of Office Administration Program within a recognized Community College
Significant successful experience in supporting a Director/Senior Executive

University education an asset
Significant experience in a mental health or hospital environment
Project management credentials or project management experience
Advanced computer skills with knowledge of Microsoft Office, Word, Excel, PowerPoint, Outlook, VISIO, and Microsoft OneNote.

Management of administrative practices
Excellent customer service and professionalism in all dealings with staff, community members, visitors etc.
Excellent proof-reading abilities and attention to detail
Strong organizational, prioritization and time management to ensure that assignments are completed with deadlines and established time frames
Strong in planning, coordinating, calendar management and scheduling
Excellent judgement and problem solving ability
Detailed and results oriented
Motivated and proactive

Maintains compliance with Freedom of Information and Protection of Privacy Act, the Occupational Health and Safety Act.
Accountable for understanding Confidentiality and Privacy and the Code of Conduct for Ontario Shores.
Accountable to maintain a good attendance record.
Ability to work independently with minimal direction.
Adheres to strict confidentiality.
Follows procedures and guidelines for Ontario Shores.

Extremely busy and fast paced office
Requires intense concentration
Requires independent judgement and initiative
Long periods of sitting
Work for a high performing and supportive team.
Closing Date
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.