Administrative Assistant 2(Enterprise Risk Management)

POSITION SUMMARY:

The Administrative Assistant for the portfolio of Enterprise Risk Management will play an integral role in supporting Enterprise Risk Management programming at Ontario Shores Centre for Mental Health Sciences.  This role will promote exemplary customer service and will support and promote a positive public image for the program and the organization. Using superior administrative skills, the Administrative Assistant will coordinate the daily administrative aspects of the Director and support the Enterprise Risk Management (ERM) portfolio.

KEY DUTIES AND RESPONSIBILITIES:

Reception/Communication :

• Providing telephone and visitor reception by directing and responding to telephone and in-person inquiries;
• Receiving, sorting and facilitating incoming and outgoing mail;
• Ensuring safety requirements for incoming electrical equipment to the department are fulfilled;
• Facilitating needed communication between Director, Enterprise Risk Management with internal staff and affiliates, and externally with legal and insurance personnel, external authorities and agencies regarding hospital risk, privacy, emergency preparedness, legal matters, claims, and proactive risk assessments;
• Bringing forward sensitive issues to the Director or the best suited ERM program staff;
• Maintaining strict privacy, security and diplomacy in dealing with highly confidential material and sensitive risk management and privacy issues.

Program Administrative Support:

• Maintaining the Director's schedule in Outlook and making urgent meeting accommodations as needed;
• Booking and scheduling meetings with staff, affiliates, external agents and organizations for the Director and ERM program staff as needed;
• Creating and maintaining office and document filing systems for the Director and ERM program staff;
• Maintaining attendance for ERM staff in Lighthouse;
• Enrolling program staff for conferences/courses including arrangements for registration, travel (air/rail) and accommodation;
• Ordering and maintaining stock of office supplies, including research and cost comparison studies as required, and securing other support services (e.g. Mailroom, Facilities, IT);
• Assisting in tracking Program budget expenditures including reconciling and submitting invoices/expenses to Finance;
• Word processing services by typing correspondence such as letters, memoranda, complex reports, presentations, charts, program plans, policies and procedures, bulletins, educational material and handouts, and proofreading to ensure accuracy of grammar, spelling, and punctuation;
• Maintaining program manuals, records, resources and ERM Department library;
• Assisting with researching and gathering literature/material needed for program plans, policies and procedures, reports, presentations, bulletins, educational materials, and/or obtaining input from various Programs and Services and external agencies;
• Supporting the planning, coordination and materials required for ERM Program related special events, initiatives, workshops and education sessions;
• Assisting with the maintenance and updating of ERM, Standardized Procurement Evaluation Committee and Emergency Preparedness information on the Intranet;
• Communicating action items to assigned leads and securing action status updates related to ERM Program plans or initiatives;
• Reviewing and updating ERM Department, Emergency Preparedness, IMS, Standardized Procurement Evaluation Committee and Admin-on-Call resource materials/binders and contact information;
• Provide vacation coverage for Leader, Policy & Risk by:
  • Fielding document enquiries
  • Releasing documents from SharePoint when required
• Supporting the Fan Out List quarterly updating process by releasing the Memo and fielding enquiries, facilitating access permissions and updating paper/digital copies of the Fan Out lists;
• Maintain office equipment within program area;
• Ensure program area is tidy and secure at end of day;
• Assisting in the promotion and maintenance of good employee/employer relations amongst all Staff and Committees within the facility as delegated;
• Participating in the ongoing advancement of the organization by actively being involved as a department champion in hospital initiatives;
• Other duties as assigned.

Committee/Working Group and Incident Management System (IMS) Administrative Support:

• Organizing meetings, tracking meeting quorum, preparing and distributing meeting material (including agendas and resource materials), taking exemplary meeting minutes;
• Documenting and communicating action items to assigned leads and securing action status updates to report back to Committee or Working Group Chair/IMS Leads;
• Schedule Planned, Mock, and recurring Emergency Code IMS Meetings;
• Facilitate product requests and maintain database on behalf of the Standardization and Product Evaluation Committee;
• Fielding enquiries and facilitating requests by members and staff/affiliates for ERM Department led Committees/Working Group and IMS;

Data Documentation, Tracking & Trending Reporting:

• Creating and maintaining databases/spreadsheets, collecting and entering data and generating a variety of monthly, quarterly and annual reports to track various risk management indicators and initiatives;
• Data entry and running tracking & trending reports in ERM and Emergency Preparedness & Management;
• Coordinating risk, legal and privacy, policy, and emergency preparedness & management information, and development of corporate reports.

QUALIFICATIONS:

• Minimum 5 years' experience as an administrative assistant role in a healthcare setting;
• Graduate of a Community College Medical Office Administration/Secretarial Diploma or relevant Degree program;
• Proven good attendance with the ability to maintain this same standard;
• Ability to flex hours occasionally based on work demands;
• Ability to perform the physical demands of the position;
• Occasional travel to satellite locations;
• Demonstrated ability to work effectively in a diverse work environment.

KNOWLEDGE:

• Sound knowledge of administrative best practices;
• Sound knowledge of general office procedures;
• Sound knowledge of general office equipment;
• Sound knowledge of hospital operations and the various programs/areas of the organization in order to be able to respond to inquiries and to understand and/or identify impacts on other programs/services/ activities.

SKILLS:

• Must be self-directed, motivated and anticipate needs;
• Advanced organizational and time management skills;
• Demonstrated professionalism, diplomacy, sensitivity, confidentiality, creativity, flexibility and enthusiasm;
• Superior communication and interpersonal skills, both oral and written;
• Strong critical thinking, judgement, interpersonal skills;
• Excellent and demonstrated problem solving, troubleshooting and conflict resolution skills;
• Demonstrated ability to work productively and independently with frequent interruptions;
• Approachable and ability to work well with others in shared responsibilities;
• Demonstrated success in effectively organizing and prioritizing work assignments;
• Timely feedback and reporting of completion or challenges of assigned tasks;
• Aptitude to learn new knowledge and skills;
• Advanced computer skills with knowledge of Microsoft Office, Word, Excel, PowerPoint, Outlook, VISIO, Adobe Acrobat, Publisher (tested);
• Sound working knowledge of Lighthouse and Meditech (Staffing, Material Management);
• Excellent keyboarding skills wpm—tested);
• Precise proofreading skills;
• Detailed and results oriented.

ACCOUNTABILITY:

• Maintains compliance with the Personal Health Information Protection Act, Freedom of Information and Protection of Privacy Act, and the Occupational Health and Safety Act;
• Accountable for understanding the Confidentiality, Privacy and Code of Conduct of Ontario Shores;
• Accountable to maintain attendance to adequately perform the job;
• Follows procedures and guidelines for Ontario Shores.

WORKING ENVIRONMENT:

• Office environment;
• Requires intense concentration;
• Long periods of sitting and/or alternating with standing.

Job Posting Closing: February 4th, 2026 at midnight. Please note any job applications after the closing date will not be considered. 

Number of vacancy -1

Hiring Rate:(per hour) $ to $ CAD