Administrative Assistant Communications and Public Affairs Office of Strategy Management and Connected Care Halton Ontario Health Team CCHOHT

The Administrative Assistant plays a critical role in ensuring the efficient operation of multiple departments by providing comprehensive administrative support to the Director of Communication and Public Affairs the Director of the Office of Strategy Management and the Executive Director of the CCHOHT. This position is designed to enhance coordination streamline operations and support alignment between these key departments facilitating both internal and external communication and collaboration for maximum organizational impact.  

This role has been established in support of efficiency and impact between the three listed programs given their need to be internally and externally aligned.  

Functions include:  

• Assist with coordinating virtual and inperson meetings/presentations/special events/projects/educational sessions including ordering catering arranging room setup supporting technology agendas minutes and supporting materials. 
• Calendar management for Director of Communication and Public Affairs the Director of the Office of Strategy Management and the Executive Director of the CCHOHT 
• Ensures submission of materials to internal groups and outside agencies are completed and deadlines met 
• Assist in special departmental projects and manage forms reports and surveys.   
• Assists in tracking key metrics deadlines and program deliverables ensuring timely and accurate reporting to meet hospital OHT provincial and programspecific standards.    
• Responsible for coordinating and attending Program meetings and taking minutes. 
• Register staff for conferences and make arrangements for travel/accommodation. 
• Provide administrative support in employee development quality improvement resource management and financial operations.   
• Assist in the development and preparation of reports presentations and correspondence leveraging available technology and following Halton Healthcare templates and policies 
• Receiving/prioritizing mail phone and email messages on behalf of the Director. 
• Maintain employee records and process payroll; payroll entry and vacation/sick day tracking   
• Create manage and update program specific resources (contact and distribution lists other as identified) and content for the Connections Webpage.  
• Handle sensitive information and support Director with recruitment (schedule interviews prepare packages and other administrative aspects of recruitment. 
• Assist with the coordination of onboarding of new team members 
• Document retention and organization in accordance with applicable policies. 
• Demonstrates fiscal responsibility by managing resources efficiently including budget tracking payroll entry procurement of supplies and careful coordination of program expenses to optimize resource utilization.  
• Working with vendors Purchasing and Accounts Payable to ensure timely payment of invoices; and ordering supplies.  
• Sourcing and payment of required team subscriptions tools equipment and more 
• Reconcile corporate credit card accounts monthly 
• Coordinate ICT/Environmental Services requests  
• Review and coordinate updates to Fan out lists and Department/Program distribution lists 

Qualifications :

• Office administration diploma from a recognized college or equivalent experience required 
• Minimum of 3 years of experience as an Administrative Assistant working for multiple people an asset 
• Experience in a hospital setting preferred 
• Minimum 50 wpm typing speed required 
• Demonstrates tact diplomacy and ensures confidentiality is maintained 
• Excellent knowledge of computer software programs and applications i.e Word Excel Outlook PowerPoint 
• Excellent time management and interpersonal skills 
• Demonstrated commitment to patient and customer service 
• Understanding and commitment to the hospitals mission and values; Demonstrates caring and respect; treats each and every coworker patient or family member with understanding and kindness and hold in high regard and respond appropriately to the needs of self and others 
• Excellent verbal and written communication skills 
• Satisfactory employment and attendance record 
• Must be physically able to do the job 

Additional Information :

Hours: Monday to Friday 7.5 hour day shifts (hours subject to change based on operational needs of the organization)

Salary: $26.49 to $33.11 per hour

Date Posted: March 25 2025

Internal application deadline: April 8 2025 

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Halton Healthcare is an equal opportunity employer who is committed to integrating diversity equity and inclusion throughout our operations policies and culture. If you are passionate about what you do motivated by a job well done and as committed to excellence quality and patient satisfaction as we are wed like to hear from you. Please attach your current resume directly to this posting.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providing accommodations for applicants with disabilities.  In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation we will work with you to meet your accommodation needs to ensure your equal participation.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare.  Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Remote Work :

No

Employment Type :

Fulltime