Administrative Assistant, Human Resources - Full Time - Markham Site

Markham Stouffville Hospital - Markham, ON (30+ days ago)

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Who we are:
Markham Stouffville Hospital is a large community hospital with three sites – Markham, Uxbridge and our Reactivation Care Centre (RCC) that has a reputation for excellence in progressive community care. The hospital is uniquely positioned with cutting edge technology, expansive new facilities and a supportive and welcoming community. With a focus on patient experience, safe, high quality care and innovation, our dedicated team of physicians, staff and volunteers provides care to over 300,000 patients a year. The hospital has capacity to grow a number of programs and services as we evolve to meet the needs of our growing community. We are dedicated to providing access to the right care, at the right time, in the right place by the right people and at the right cost. Are you ready to join us?

Who you are:
You are an innovative and customer- centered individual who provides excellence within their profession

You are a team player with excellent communication, critical thinking and customer service skills

You have vision, flexibility, transparency, honesty and practicality

You are organized, accurate, able to multi task and meet deadlines

You support the patient experience, your colleagues and others cultural and spiritual beliefs

What we need:
We are looking for a highly motivated, well-organized individual who is able to work both independently and effectively in a fast paced team environment to provide administrative support to the Director, Human Resources, Manager, Human Resources, Manager, Talent Strategy, Team Lead of Occupational Health & Safety and the Pastor, Spiritual and Religious Care. The successful candidate will have demonstrated initiative in your past positions with proven multi-tasking ability, interpersonal sensitivity and team collaboration skills. Experience working in a fast paced environment with demands on flexibility, initiative and professionalism will be essential. They will be a self-directed, independent critical thinker who is well organized to provide complex administrative support within the Human Resources functions and offices. Exercising considerable judgment, you will anticipate the HR leadership team’s professional and administrative requirements to support them. To succeed in this role, you must have a full understanding of hospital policies and procedures, be discreet and professional, able to accept and assume responsibility while making appropriate decisions based in accordance with your role.

Responsibilities will include:
Reception duties will include receiving and directing visitors and staff that call or come to the department
Composing/processing various documents, proof reading correspondence, spreadsheets and reports, including: memos, letters, agendas, minute taking
Assisting with the department’s projects, events, presentations, initiatives and activities
Maintain schedules and payroll records for bi-weekly administration and inputting
Participating in other special project assigned by director and or manager(s) which includes preparing PowerPoint presentations, brochures etc.
Researching, composing and preparing various draft internal and external correspondence, reports, proposals and presentations
Assisting with various facets of special projects
Maintaining an effective filing system (hard copy and electronic files)
Administrative support to Director including schedule management, meeting preparation and management and organization of daily schedules (folders, agendas, meeting materials).
Collaboration with other Administrative Assistants and stakeholders to communicate priorities to Director and complete follow up actions
Coordinating and supporting meetings: Preparing meeting material (drafting agendas, preparing meeting packages, recording and writing minutes) while coordinating all logistics
General administrative duties including printing, data entry, photocopying, filing and processing of incoming and outgoing mail; managing office supplies, mail
Processing, managing and follow-up of Plexxus requisitions including cheque requisitions, purchasing requisitions and employee reimbursement, including administration support for the Education Funding Program
Coordination, scheduling, minute taking and participation in various committees including; JOHSC, JOHSC COVID, Labour Management Committees (4), Workplace Violence Prevention & Harassment Committee, EDI Committee, Accessibility Committee, SEMD Committee, Wellness Committee, MSD Prevention Committee.
General administrative support and input including; WSIB, Payroll, HRIS, Benefits, Budget, Invoices, Emerging Leaders, Corporate Events (H2C, Long Service, Staff BBQ, Holiday party, Honoured to Care, Take Your Kid to Work), Recruitment, OH&S, grievance reporting, arbitration/mediation/tribunal/legal coordination and support
Providing other administrative support as required

Work Schedule

Primarily days - Monday to Friday. Please note schedules may change based on operational needs.


Band R Range $27.33 – 32.64 per hour.

What you bring to MSH:
Completion of Community College Administrative (Secretarial) Diploma or equivalent experience in administrative assistant role required
Minimum of 3-5 years of recent experience in an administrative assistant role, preferably in a healthcare setting
Proficient computer skills, using MS Office (Word, Excel, PowerPoint, Visio, Publisher); working knowledge of Meditech
Must demonstrate high initiative and efficiency with attention to detail
Well developed customer service focus with the demonstrated ability to work collaboratively within the team
Excellent communication skills (both verbal and written) and the ability to demonstrate good public relations with staff and external partners
Demonstrated commitment to a patient/family centered care environment
Demonstrated excellent critical thinking and problem solving skills
Well developed organization, communication, interpersonal and teaching skills
Evidence of ongoing professional development, continuing education and leadership experience
Demonstrated good attendance and performance record with the ability to maintain this same standard
Demonstrated commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with hospital related policies, Standards of Care, health and safety legislation, best practice, and completing relevant mandatory education as required

Markham Stouffville Hospital Corporation takes pride in creating an inclusive and diverse workforce which represents the community we serve. We are dedicated to ensuring you feel respected and welcomed whether you are a patient, caregiver, visitor, community member, volunteer or employee. Our commitment to create an ‘honoured to care’ culture is an expression of our humble and compassionate attitude. Markham Stouffville Hospital is committed to meeting the needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the recruitment and selection process, please contact Human Resources.

Required Skills

Required Experience