CHEO Senior Administrative Assistant, Ambulatory Care Unit, initial assignment Cardiovascular Surgery Program Temporary in Ontario


Branch ON CA

Senior Administrative Assistant, Ambulatory Care Unit, initial assignment Cardiovascular Surgery Program

Providing administrative support services,. May provide and/or receive cross coverage from other administrative positions in Corporate Patient Services….


This position will provide administrative support to the cardiovascular surgery program (Leadership Team, Program Team) as well as Cardiovascular Surgeons and CVS Program Medical Lead and CVS division support. The incumbent will ensure confidentiality and efficient conduct of business throughout the program. Key areas of responsibility include:

  • Providing administrative support services,
  • Coordinate information/correspondence and data sharing between both sites of the Provincial Program.
  • Maintaining quality systems and data bases
  • Completing surgical booking functions.

May provide and/or receive cross coverage from other administrative positions in Corporate Patient Services.


§ Type, transcribe dictated correspondence and format electronically based reports and correspondence; prepare spreadsheets; prepare documents for review.

§ Research, collect and review relevant background material and/or documentation and compose interim replies to more complex correspondence.

§ Prepare and send responses on routine correspondence and/or sign as directed; collate information and draft updates to annual reports and/or other documents;

§ Review correspondence and/or reports for Director and/or Physician signature and ensure appropriate grammar, completeness and accuracy.

§ Analyse and prioritize incoming mail and documents, distributes appropriately.

§ Receive and screen incoming calls, assess the urgency of the calls, provide information as required to the caller, or refer the caller to the appropriate person. Greet visitors.

§ Prepare draft agendas for meetings, take, transcribe and distribute minutes. Ensure appropriate follow up action on items as required.

§ Maintain an up to date calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events.

§ Schedule board and conference rooms, arrange or confirm attendance, prepare material and co-ordinate catering.

§ May take the lead role in the planning of local and/or national conferences by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.

§ Research, retrieve, summarize and/or analyse information and/or material as assigned on specified topics, by surfing the web, CHEONet, reviewing literature, journals and/or publications etc.

§ Schedule appointments; set up schedule for training, testing, interviews, as required etc.

§ Maintain continuous personal awareness of division and program activities in order to interpret and direct for disposition, inquiries and directives from other divisions/programs and the public by providing assistance and required information verbally and/or in writing.

§ Liaise with staff and coordinate retrieval of internal responses for matters requiring a reply.

§ Establish, develop and maintain various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, BF systems, and confidential files.

§ Collect and/or tabulate statistics and information from files and/or databases as required, enter data into various data bases from a variety of sources.

§ May perform financial clerical functions such as billing, maintaining petty cash, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, etc.

§ May initiate HR staffing request forms as directed, obtain required signatures and forward to Human Resources.

§ Assist with and/or complete grant submissions for review and appropriate sign off, as requested.

§ Maintain files and order supplies as required.

§ Complete surgical booking functions as assigned and following established process; including appropriate scheduling, paperwork and interdepartmental communications.

§ Take on special projects or other duties as assigned by the Director and/or Physicians.


§ Police Record Check (PRC) (Essential)

§ Diploma in Office Administration or other appropriate combinations of education and experience, along with the demonstrated knowledge, skills and abilities to perform the duties of the position, may be considered in lieu of stated education and experience. (Essential)

§ Approximately 1 year of previous secretarial, administrative experience in a hospital setting (Essential)

§ Knowledge of medical terminology (Essential)

§ Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. (Essential)

§ Comprehensively use software including wordprocessing, data base, spreadsheet, presentation, electronic mail. (Essential)

§ Communicate effectively and concisely, both orally and in writing. (Essential)

§ Bilingualism (English and French) (Preferred)

Should the applicant require any accommodations during the application process please notify Human Resources as per the Accessibility for Ontarians with Disabilities Act.

Extra Information:

or proceed with Standard Application Form.

Employment Type: Temporary
Location: , ON, CA
Posted on: 2018-07-27
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