Administrative Assistant (TFT)
Waypoint Centre for Mental Health Care
Penetanguishene, ON
Number: 1

The Manager of Waypoint Outpatient Mental Health Program is currently seeking a temporary full time Administrative Assistant. The purpose of this position is to provide administrative support/secretarial services for the Outpatient Assessment and Treatment Service (OATS) Midland office.

Key Accountabilities:
Taking and processing minutes of assigned committees/meetings; composing, typing and distributing agenda , meeting coordination - arranging attendees, including electronic invitations; room booking.

Coordinating schedule of the Manager/Physicians/team members using own judgment to set up appointments; use Community Wide Scheduling to coordinate appointment schedules for staff and clients.

Preparing pay and attendance related records; liaising with Financial Services

Supporting the budget process by data gathering; data entry; invoicing, identifying variances of Program/Department budgets, preparing and processing completed travel/expense claims. Order supplies and equipment, and arrange tuition, accommodation, etc for Director/Managers; maintaining office supply inventory for the Program/Department.

Collecting and collating information, as required and/or directed, to compose correspondence and/or prepare reports/presentations/spreadsheets/graphs/special projects in response to requests from senior management, external community partners, associated ministries using various software applications (Microsoft Office Suite, etc).

Provide word processing services to Hospital standards to create, charts, graphs, tables, manuals, policy/procedures, confidential material , letters, memorandums, minutes, forms, and merging of lists, etc; receiving documents from teams and proofing and formatting to Hospital standards by using various software applications ; operating Program- specific software; development and maintenance of Program/Department web page on hospital intranet.

Receiving, prioritizing, storing and distributing information from all mediums (telephone, mail, fax ,email); responding as required and/or directed; drafting responses as required for own or manager 's signature; ensuring items are brought forward and followed up as directed; ensuring filing system complies with common practices; maintaining a bring-forward file; ensuring that pending issues are addressed coordinating arrangements to facilitate transfer, admission, discharge, as required; coordination of outreach activities/community linkages as required.

Supporting various activities and staff related to the move to the new Health Hub

Post-secondary education in an office administrative program preferred

Minimum of three years of recent and related administrative experience in a fast paced office environment, preferably in a hospital setting

Experience with advanced budgetary practices and process

Proven advanced level computer software experience including proficiency in Microsoft suite of products and database software

Experience working with and maintaining confidential information

Proven ability to take and process minutes of assigned committees/meetings and associated responsibilities

Results oriented work ethic to work independently and undertake tasks needed to accomplish work objectives and deliver quality, consistent and timely results

Demonstrated analytical, mathematical, interpersonal and organizational skills

Proven written and verbal communication skills

Proven ability to adapt readily to change

Models and promotes core ethical practice, Waypoint Values, and reflects an optimistic and positive attitude

Preference for proficiency in French/English language skills

How do I apply?

Waypoint employees apply through the Employee Self-Service portal at and external applicants apply to close of business (5:00 pm) onOctober 28, 2019 quoting Job ID WC19-274. Attach your cover letter and resume detailing why you are interested in this opportunity and how you meet the qualifications and key accountabilities specified.

We are committed to fostering an inclusive, accessible work environment, where all employees feel valued and respected. Waypoint offers accommodation for applicants with disabilities as part of our recruitment process. If you are contacted to arrange an interview or testing, please advise us if you require an accommodation.

All applicants are thanked for their interest in this position, however, due to high volumes only those selected for an interview will be contacted.