Position Title: Administrative Assistant

Position Status: Full Time

Posting No.: 22-256

Rate of Pay: $26.42 - $29.13

Located in Simcoe, Ontario, Norfolk General Hospital provides exceptional healthcare to a municipality of approximately 64,000 people. Our area of focus provides a continuum of service throughout the life span of the people we serve including Emergency, Critical Care, Obstetrics, Medicine, Surgery, and Complex Continuing Care. Employing approximately 550 highly skilled and dedicated employees, Norfolk General Hospital is a full service, 106-bed hospital with
24/7 on-call coverage of Specialists in Surgery, Anesthesia, Internal Medicine, and Obstetrics as well as on-site 24-hour per day medical coverage.

Simcoe is less than one hour away from most major centers, including Hamilton and London, and only 90 minutes from the Greater Toronto Area. Situated in Norfolk County (Ontario’s South Coast), Simcoe is not far from Lake Erie and the 88 miles of shoreline that includes long stretches of sandy beach.

About the Position
Norfolk General Hospital is seeking a flexible and adaptable individual with a background in executive administration, who will report directly to the Manager of Human Resources. The Administrative Assistant will provide administrative support to the Chief Human Resources Officer and the Manager of Human Resources. The Administrative Assistant will be required to work with highly sensitive and confidential information of both internal and external sources and must display the highest standard of diplomacy, professionalism, and initiative. This position requires a self-directed individual and decision maker within their delegated area of authority.

The ideal candidate is dedicated to client care and committed to championing the Hospital’s Mission to relieve illness and suffering, and help people live healthier lives.

Position Duties and Responsibilities

• Provide high-level executive administration to the Chief Human Resources Officer and Manager of Human

Resources in all areas including, but not limited to: correspondence, statistical reports, presentation materials, reception, filing and record maintenance, word processing, ordering supplies, room bookings, scheduling etc.

• Manages active calendars of appointments for the Chief Human Resources Officer and Manager of Human

Resources.

• Coordinates administrative tasks relating to new hires, transfers, terminations on timely basis to align with payroll deadlines.
• Acts a department resource for HR inquiries related to employee changes, leave requests, employment verification.
• Coordinate benefit administration for all new hires, changes and terminations.
• Develop and maintain appropriate record management for the department, through creating, monitoring and scanning of employee files.
• Assist with the weekly verification of agency hours worked, processing invoices related to agency nurses.
• Executes the preparation of the new hire orientation program including scheduling, room booking, and folder creation.
• Track performance reviews and create status reports for directors.
• Perform monthly, quarter, yearly HR metrics related to attendance, probation, seniority and turnover.
• Provides administrative support during meetings and distributes agendas and minutes.
• Receive and organize communication, correspond with internal and external stakeholders and advise and update team members on pertinent information while utilizing sound judgement skills and maintaining confidentiality.
• Adept at fostering relationships with diverse external and internal stakeholders, including leadership, hospital staff, community partners, volunteers and members of the public.
• Embraces new challenges and has a diversity of skills that enable the ability to take on special projects.
• Superior organizational skills, attention to detail and interpersonal skills
• Adherence to all health and safety policies, procedures and provisions and the recognition and reporting of unsafe hazards and work practices.
• Plan, execute special events including annual service award recognition, take your kid to work day.
• Other relevant duties as assigned.

Position Qualifications:

• Successful completion of a post-secondary Diploma or Certificate from a recognized Office Administration program, or equivalent.
• A minimum of 3 years’ experience at a senior administrative level.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrated ability to establish and maintain productive professional relationships.
• A high degree of integrity and discretion due to exposure to confidential and/or politically sensitive information.
• Ability to adapt to competing demands, while demonstrating the highest level of customer service.
• Demonstrated excellent organizational and time management abilities.
• Excellent verbal and written communication skills.
• Demonstrated computer literacy with word processing, database management, spreadsheets, presentation software and Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Ability to type 60 words per minute.
• Positive attitude, confident with a pleasant demeanor.
• Ability to work independently as well as in team in a fast paced and demanding environment to meet deadlines with constantly shifting priorities.
• Knowledge of the healthcare system is an asset.

In order to ensure equal opportunities during the recruitment and selection process, Norfolk General Hospital and Norfolk
Hospital Nursing Home provides accommodations for applicants with disabilities, upon request.

Norfolk General Hospital and Norfolk Hospital Nursing Home thanks all applicants for their interest. Please note that only those applicants selected for an interview will be contacted.

Job Type: Full-time

Salary: $26.72-$29.13 per hour

Benefits:

• Company pension
• Employee assistance program
• Extended health care
• On-site gym

Schedule:

• 8 hour shift

Education:

• DCS / DEC (preferred)

Experience:

• Administrative: 3 years (required)

Work Location: One location

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