Administrative Assistant - Groups

Job Description

<p><b>Together, we do amazing things every day.</b> </p><p> </p><p>Imagine a supportive employer, a career that fits your lifestyle, and many learning opportunities. With the Hamilton Family Health Team, you can have all of that, and more. We work hard to create an innovative and diverse workplace that values the contributions of our employees. No matter what your role, working with us is about making a difference - every day! </p><p> </p><p><b>Your Opportunity:</b> </p><p> </p><p>We are looking for a motivated, organized professional with ability to support two busy programs (Mental Health and Nutrition) with the organization and logistics of multiple group programs. The successful candidate must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to travel within the city of Hamilton and, on occasion, work evenings. </p><p> </p><p>The Administrative Assistant should have a love for event management, attention to detail, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers. </p><p> </p><p><b>Roles and Responsibilities:</b> </p><ul><li>Assist with the resource management and coordination of group materials and site logistics </li><li>Liaise with group coordinators and facilitators to ensure all groups resources are up-to-date, well organized, complete and transported to appropriate group space </li><li>Organization of group resources and creation of resource boxes for individual group programs </li><li>Ensure maintenance of inventory for group supplies </li><li>Coordinate the purchase of new supplies as necessary </li><li>Support group coordinators with the development of yearly group schedules, organization of spaces and room bookings, payment of space, confirmation of space prior to group </li><li>Maintain and organize evaluation data (participant feedback, outcome measures) </li><li>Assist with the development of advertising of groups </li></ul><p> </p><p><b>Qualifications and Skills:</b> </p><ul><li>BA or diploma in Office Administration or equivalent </li><li>Minimum 3-5 Years of customer service and/or administrative experience </li><li>Exceptional customer service, communication and organizational skills </li><li>Excellent interpersonal skills, with proven ability to work well in a team environment </li><li>Demonstrated problem solving skills and initiative </li><li>Proficient with Microsoft Office </li><li>Must be able to multi-task and prioritize while working within a busy environment </li><li>Experience with EMR (Practice Solutions Suite) an asset </li><li>Previous experience in a clinical setting an asset </li><li>Have a valid driver's license and access to a car </li></ul><p><br></p><p><b>Why join the HFHT?</b> </p><p>Competitive Employee Value Proposition including, but not limited to: </p><p>• Healthcare of Ontario Pension (HOOPP) </p><p>• Meaningful, purpose-based work </p><p>• 12 paid Stat holidays and one (1) extra float day </p><p>• Flexible work schedule </p><p>• Ongoing green initiatives </p><p> </p><p><b>Summary</b> </p><p><b>Classification: </b>Non-Union </p><p><b>Primary Location: </b>Hamilton </p><p><b>Employee Class: </b>Temporary Full-time<b> </b>(1.0 FTE) </p><p><b>Schedule: </b>Monday-Friday </p><p><b>Date Available: </b>ASAP </p><p><b>Salary: </b>$44,600 - $55,700 </p><p> </p><p>This posting is for an existing vacancy. </p><p> </p><p><b>Application Instructions:</b> </p><p> </p><p>Interested applicants please submit résumé and cover letter as one document using naming convention </p><p>Last name, First name_Position via email: </p><p> </p><p><b>Note:</b> </p><p>If successful in receiving a job offer with the Hamilton Family Health Team, new hires will be required to provide proof of full COVID-19 vaccination prior to start date as a condition of their employment. If successful candidates are unable to get their COVID-19 vaccination as a result of a medical exemption, they will be required to submit supporting documentation to determine if they are exempt from this requirement.</p>