Administrative Services Clerk - IBH - Jobs in Mississauga, ON

Job Description

Position: Administrative Services ClerkUnionized: Non-UnionDepartment: Institute for Better HealthStatus: Permanent Full TimeHours of Work: 37.5 hours / weekPosted: December 20, 2021Internal Deadline: December 31, 2021Trillium Health PartnersTrillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital and the Queensway Health Centre, Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.Our Mission: A New Kind of Health Care for a Healthier CommunityWhen we set out to build our vision and future, we connected with our community - patients, families, visitors, physicians, staff and volunteers. The foundational goals of our new strategic plan - quality, access and sustainability - anchor everything we do. Our mission for a new kind of health care is built on an inter-connected system of care organized around patients - inside and outside the hospital.At THP, we are relentless in providing high quality, compassionate care to our communities and take great pride in fostering an inclusive and accessible environment and we are all accountable for contributing to a healthy, safe and respectful environment for healing and promoting excellence in patient care though advancing patient and staff safety. If you are passionate about what you do, motivated to improve the health of the community, committed to excellence, quality and patient safety we would like you to join our Better Together team!Institute for Better HealthAs THP’s research and innovation engine, the Institute for Better Health (IBH) is a core enabler of THP’s mission of a new kind of health care for a healthier community through the application of scientific expertise, innovative thinking and partnerships within and beyond THP with the aim of improving the health of our community. IBH supports a diverse spectrum of research across THP, including biomedical, clinical, and educational research and also leads research focused on population health and improving health services. THP’s mission of creating a new kind of health care for a healthier community is enabled by strategic research partnerships and collaboration of health researchers. We are seeking a skilled administrative assistant to join our Better Together team to help enable research and innovation at IBH.About the RoleAs an integral member of the administrative support team at IBH, this position will provide administrative support to three of IBH’s Research Chairs:

• Dr. Kerry Kuluski, Dr. Mathias Gysler Research Chair in Patient and Family Centred Care
• Dr. Walter Wodchis, Research Chair in Implementation and Evaluation Science
• Dr. Laura Rosella, Stephen Family Research Chair in Community Health

The successful candidate will provide administrative support to the Research Chairs and their portfolios of work, including scheduling support, calendar management, file and record management, clerical support, data entry, liaising with internal and external partners and collaborators, and other activities as required. This position will report to the Scientific Lead for the Institute for Better Health with additional day to day support provided by the Senior Operations Analyst for the Science Portfolio.Role RequirementsThe successful candidate must meet the following qualification and skill requirements, demonstrate the ability to take on the following responsibilities, and demonstrate the following competencies:Qualifications and Skills

• Post-secondary degree or a diploma from recognized medical or business post-secondary office administration program.
• Minimum of 5 years’ experience, preferably in the academic health care environment.
• Strong computer skills including Microsoft Word, Excel, PowerPoint, Outlook, as well as familiarity with graphic and visual software (e.g. for diagrams), and accurate keyboarding skills. Familiarity with SharePoint as a user or administrator considered an asset.
• Knowledge of general office practices, procedures and standards.
• Good organizational and time management skills.
• Excellent interpersonal and communication skills in English – both written and oral.
• Demonstrated ability to work independently, handle multiple tasks and prioritize work.
• Ability to work well as a member of a team
• Ability to demonstrate a high level of judgment, tact and diplomacy in your interactions with a wide variety of staff members, external vendors and partners.
• Ability to work in a busy work environment with many interruptions and competing priorities, but also, at times, a quiet environment where the ability to work independently is a must.

Responsibilities

• Work closely with the Research Chairs to determine work priorities, work flow, expectations and deliverables
• Coordinate the Research Chairs’ calendars and resolve scheduling conflicts
• Provide scheduling support, including arranging meetings with people internal and external to THP, and arranging associated room bookings, travel (if needed), as well as preparation and distribution of materials
• Drafting, editing and formatting a variety of materials and correspondence such as emails, letters, reports, briefs and Power Point presentations
• Assemble, copy, collate, and disseminate a variety of documents and materials
• Liaise with other staff, clinicians and researchers across the academic and health system networks to coordinate meetings and plans as required
• Attend meetings and prepare summary notes
• Follow up on and ensure appropriate implementation of decisions and next steps as required
• Maintains and updates reference databases, contact and distribution lists, other research documentation (e.g., CV, biographies, professional summaries)
• Complete and submit forms and documentation in accordance with THP / IBH procedures and policies
• Maintain files and document management as appropriate
• Assist with day to day administrative tasks including scanning, faxing, acquiring approvals and signatures
• Maintain an overview of work priorities and scheduling

Submissions require a cover letter and resume and must be uploaded as a single file.Equity and antiracism are essential to academic excellence, and fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applicants from members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person***Submissions require a cover letter and resume, please upload as one document***Equity and antiracism are essential to academic excellence, and fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applicants from members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person.Internal employees who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code. Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation. All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.Trillium Health Partners is an equal opportunity employer committed to fostering a healthy, safe and respectful environment for healing, based on our values compassion, excellence and courage. To be Better Together, we commit to fostering a respectful workplace culture that promotes a safe and supportive environment for everyone who provides care, supports caregiving, receives care or visits the hospital.In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.Trillium Health Partners is identified under the French Language Services Act.We thank all those who apply but only those selected for further consideration will be contacted.Quick Apply

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