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Full Time Administrative Assistant, Quality, Risk & Infection Control, 18-1203

Full-Time Administrative Assistant
Vacancy 18-1203


Quality, Risk & Infection Control




Quality, Risk & Infection Control 




Days, Monday to Friday


As per scale

POSTED:  October 5, 2018                                              CLOSE DATE:  October 14 2018  

Job Summary
The Administrative Assistant provides regular high level administrative and secretarial support in a confidential manner to the Director.  He/she also provides support to the Managers of the Quality, Risk and Infection Control, as well as the Quality and Risk Business Partners and the Infection Control Practitioners.  The Administrative Assistant understands the extreme confidential nature of all information associated with the portfolio. 

This role is often the first contact to many staff members, legal counsel, insurance adjusters and physicians who contact the department.  He/she plays a key role in supporting administrative work associated with quality improvement projects, medical legal claims, enterprise risk management, HIROC Risk Assessment Checklist, Accreditation preparedness, legislative accountabilities, incident reporting and incident management/tracking and reporting, etc.   He/she role models the organizational core competencies.

Job Duties

  • Facilitate/co-ordinate departmental Quality Improvement projects

  • Maintain Claims Database

  • Prepare flowcharts, graphs and presentation materials

  • Type Policies and Procedures, Standards of Care, Medical Directives and prepare for Nursing Manual Updates and ensures proper approvals complete

  • Type, and prepare departmental orientation material

  • Ensures a system to maintain confidentiality of management correspondence

  • Send and receive faxes

  • Design and draft brochures, pamphlets, flyers, forms, etc

  • Scheduling appointments and meetings

  • Support corporate committees such as Medication Safety, Patient Safety Committee, Accreditation Operations Committee, Quality Utilization and Resource Management Committee, Quality of Care Committee, etc

  • Assist with course registrations for staff

  • Post memos for staff

  • Book airline tickets, taxis, hotels for managers and staff, as required

  • Co-ordinate internal /external meetings

  • Booking and set-up of presentation equipment as required (i.e. Infocus, audiovisual, webcast, etc.)

  • Report on attendance and payroll and complete payroll for entire department

  • Maintain a filing system that is user friendly and supports the whole program

  • Order and maintain office supplies

  • Provide assistance to clients for software questions

  • Obtain library references as directed

  • Performs other duties consistent with the job classification, as required



  • College Diploma in Executive Secretary program or equivalent

  • Grade12 High school Diploma

  • Medical terminology


  • Three years’ experience in senior secretarial position

  • Health care experience preferred

  • Medical legal claims experience preferred

    Additional Skills/Abilities:

  • Excellent secretarial and organizational skills which include Windows, Microsoft Word, PowerPoint, Excel, E-Mail, Project management and desk top publishing where appropriate.

  • Generates innovation solutions and work situations and tries different and novel ways to address work problems

  • Takes prompt action to accomplish tasks and proactively takes action to achieve goals beyond what is expected

  • Typing at a minimum of 60 wpm.

  • Demonstrated excellent communication, organizational and interpersonal skills.

  • Ability to thrive in a demanding environment with short turnaround times, highly organized with keen attention to detail

  • Regular attendance is a requirement of the position.

  • Flexible hours to accommodate minute taking at early morning meetings and evening meetings

  • Ability to work and correspond with staff and physicians and leadership at all levels across the hospital 

    It is the responsibility of all Southlake Regional Health Centre employees to work in a safe manner and promote health and safety in the workplace.

    At Southlake Regional Health Centre, we are committed to fostering an inclusive and accessible environment.  We are dedicated to building a workforce that reflects the diversity in which we live and serve, including those with disabilities.  Southlake Regional Health Centre is committed to providing accommodations in all parts of the hiring process.  If you require an accommodation, we will work with you to meet your needs.

    We request that all interested applicants submit their resume to: quoting reference number, position title, last name, and first name in the subject line of your email.

  • If interested in applying, please submit a resume and coverletter to quoting the position title, and vacancy# in the subject line.

Southlake Regional Health Centre
596 Davis Drive, Newmarket, Ontario   L3Y 2P9
Tel: 905-895-4521   |   TTY: 905-952-3062
Copyright © 2012 Southlake Regional Health Centre