Executive Assistant, Patient Services - Jobs in Waterloo, ON

Job Description

EXECUTIVE ASSISTANT, PATIENT SERVICESREPORTS TO: Vice President, Patient Care ServicesLOCATION: Home and Community Care Support Services Waterloo WellingtonHOME BASE: WaterlooSTATUS: Temporary, Full-Time (up to 12 months)SCHEDULE: 7 hours/day, Monday - FridayUNION: Non-UnionPOSTING #: 22-A-07POSTING DATE: November 22, 2022CLOSING DATE: November 29, 2022, 4:30 pmPOSITION SUMMARYThis position is responsible for providing executive support to the Vice President, Patient Care Services, ensuring professional, timely, proactive support and communications to achieve the health system strategy.The Executive Assistant must have a keen understanding of Home and Community Care Support Services Waterloo Wellington, its strategy and operations, confidence in referring/redirecting matters to other leaders for action as appropriate, and have confidence to act on behalf of the supported executive among internal and external stakeholders.KEY RESPONSIBILITIES

• Coordinates all administrative functions for the supported executive office, including establishing internal protocols, tracking systems and relevant administrative policies and procedures
• Preparation of materials, briefing notes, PowerPoint presentations, letters etc.
• Establishes/maintains effective working relationships with members of the Home and Community Care Support Services Waterloo Wellington team, Board of Directors, government officials, stakeholders, other staff members
• Reviews incoming materials to determine their disposition and initiates action required; follows up to resolve problems and ensure appropriate completion
• Updates and advises executives on progress, problems and issues and recommends action
• Assists and supports the senior leadership under the direction of the CEO in performing their support of the Board of Directors
• May be required to provide back up support for other executives
• Coordinates critical issues management and ensures the executive is properly briefed on all significant matters arising within Home and Community Care Support Services Waterloo Wellington
• Deals with callers and visitors on high-level and contentious matters on the executive’s behalf, representing the office of the executive with professionalism and integrity
• Researches/prepares/coordinates and responses to a wide range of complex issues (e.g. briefing notes, news, releases, stakeholder complaints)
• Exercises discretion and independent judgement with respect to governance matters, executive support, business operations and other items of significance
• Represents Home and Community Care Support Services Waterloo Wellington by attending meetings and participating on corporate committees, internal planning groups, task forces and working groups on behalf of the executive
• Initiates, plans and carries out a variety of special projects
• Provides backfill capacity to the admin team as necessary
• Provides administrative support to other committees/staff as needed
• Other duties as required.

EDUCATION AND EXPERIENCE

• Post-secondary education/training in business, health administration or related discipline
• 3-5 years’ experience in a professional role working with executives at a senior level preferred
• Proven ability to respond to a wide variety of issues and deal with unclear situations and conflicting demands
• Knowledge of formal meeting procedures and rules of order are an asset
• Excellent judgement in setting priorities, identifying issues and determining action required
• Adept at balancing major concurrent tasks and projects
• Good understanding of HCCSS strategic objectives and priorities, and issues involved in home care operations
• Excellent ability to see the big picture, anticipate problems, organize and coordinate appropriate responses
• Superior interpersonal, oral communication and relationship management skills
• Excellent written skills and proven ability to develop clear, concise, comprehensive written reports
• Knowledge of significant provincial health-care priorities, initiative, and issues
• Knowledge of cyclical planning, review and reporting requirements
• Demonstrated experience in supporting governance policies, procedure and practice including meeting organization and appropriate follow up
• Ability to act with tact and clarity in dealing with internal staff and stakeholders
• Demonstrated understanding and application of standards of privacy, confidentiality and professional conduct
• Exemplary computer program skills (Microsoft office suite)

HCCSS Waterloo Wellington strives to create a respectful, accessible and inclusive work environment. Upon individual request, hiring processes will be modified to remove barriers to accommodate those with disabilities. Should any applicant require accommodation through the application, interview or selection processes, please contact Human Resources at HR.WW@HccOntario.ca for assistance.Home and Community Care Support Services has implemented a mandatory vaccination policy across the province that requires all staff to be fully vaccinated against COVID-19. Applicants being considered for employment will be required to provide proof of vaccination documentation confidentially to Human Resources upon hire. Any medical or human rights exemption requests will be reviewed and validated prior to an offer of employment.

• NEW APPLICATION PROCESS!

If you are interested in this position, please submit a cover letter, along with a detailed resume, outlining how your skills, qualifications and experience meet the position requirements, quoting competition #22-A-07 before 4:30 pm on Tuesday, November 29, 2022.*** PLEASE NOTE*** Cover letters and resumes need to be submitted as a single file, acceptable files are: doc, docx, and pdf. Please include your first name, last name and job title in the file name when applying, example JohnSmith_Recruiter.All current employees of HCCSS should send their Cover Letter and Resume to: Recruitment.WW@HCCOntario.caFor all other applicants, please forward your Resume and Cover Letter to: HR.WW@HCCOntario.caWe thank all applicants in advance however, we will be communicating only with those selected for an interview.HOME AND COMMUNITY CARE SUPPORT SERVICES WATERLOO WELLINGTON IS COMMITTED TO THE PRINCIPLES OF EMPLOYMENT EQUITYQuick Apply

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