Dedicated exclusively to children and their families, The Hospital for Sick Children (SickKids) is one of the largest and most respected paediatric healthcare centres in the world. As innovators in child health, we lead and partner to improve the health of children through the integration of healthcare, leading-edge research and education. Our reputation would not have been built – nor could it be maintained – without the skills, knowledge and experience of the extraordinary people who come to work here every day. SickKids is committed to ongoing learning and development, and features a caring and supportive work environment that combines exceptionally high standards of practice.
When you join SickKids, you become part of our community. We share a commitment and determination to fulfill our vision of Healthier Children. A Better World.
Don’t miss out on the opportunity to work alongside the world’s best in paediatric healthcare.
Position Description
Are you looking for a challenging and rewarding administrative position where you can utilize your organizational, communication, and time management skills? Do you have experience providing administrative support to a high level manager/supervisor and/or to Physicians in a busy work setting? If you are looking for an opportunity to contribute to the amazing care that SickKids provides, then we have a position for you!
We are currently looking for a Global Administrative Assistant in the Department of Paediatrics.
Under the leadership of the Paediatric Business Operations Manager for Medical Education, the Global Administrative Assistant will provide administrative support to 2-3 physicians in the areas of administration, academic, clinical, research and finance. In this role, you will be covering short and long term vacancies across 17 Divisions within the Department of Paediatrics.
Here’s What You’ll Get To Do:
Administration
Handles incoming inquiries (written & verbal)
Maintains physicians’ calendars and coordinates travel arrangements
Books routine and complex meetings/appointments, prioritizing requests for meetings.
Assist with booking and organizing interviews
Assists with HR paperwork, system accesses, Express entries (payroll)
Establishes and maintains paper and electronic filing systems
Arranges meeting rooms, catering, audio visual and equipment for meetings/events
Attends meetings and transcribes minutes
Prepares reports, documents, letters, spreadsheets, presentations, some of which may be confidential/sensitive in nature
Coordinates projects from draft to implementation
Requisitions office supplies and equipment
Supports Physician/Supervisor with special projects
Updates and keeps physicians’ Curriculum Vitae’s current (U of T CV & Common CV)
Assist with updating divisional webpages
Clinical
Retrieves data from various sources and provides clinic/patient related support
Prepares clinic charts ensuring all paperwork is completed in detail and liaise with clinic coordinator for clinic preparations/cancellations
Processes patient letters, forms and other patient-related materials
Maintains databases, including data entry
Complete and follow-up on incomplete billing sheets
Transcribes dicta, photocopy materials and maintains files
Research
Prepares and assists with grant applications to include common CV, notice of application, signatories and the main required modules of the grant application process (Research Net)
Conducts literature searches and pull articles as required
Assists with journal articles, poster presentations and abstracts
Maintains reference and citation databases ( EndNote)
Aid physicians with research projects and associated finances
Financial
Processes expense reports, reconciles corporate credit card statements ensuring entries are processed with due diligence and comply with the SickKids Travel and Expense Policy.
Processes deposits, transfers, and invoice payments.
Here’s What You’ll Need:
1-3 years administrative experience, previous expereince with research administration support is preferred
Post secondary diploma or medical/business certificate in related field
Proficient in MS Word, Excel & PowerPoint
Awareness of system applications to include EPIC, MyAccess, End Note, Pub Med Searches
Knowledge of web management
Accurate keyboarding skills, dicta, and experience in recording and transcribing minutes
Strong interpersonal and communication skills
Ability to multi task and work independently
Possess excellent problem solving skills and resourceful
Highly detailed, adaptable, reliable and efficient
Displays initiative, and brings solutions forward
Employment Type: Full-time with benefits including health and dental coverage
Our Commitment to Diversity
The children and families we care for are diverse, and so are our employees. All are welcome to join our unique organizational culture and be part of our inclusive team.
If requested, SickKids is proud to make available accommodations to support applicants with disabilities during the interview and assessment process. Information received relating to accommodation will be addressed confidentially. SickKids is also committed to providing services in both official languages and our preference is to hire employees who are fluent in both English and French whenever possible.
Thank you for your interest in joining SickKids. Only those applicants selected for an interview will be contacted. In accordance with our Hospital policy, employment at SickKids is conditional upon the Hospital’s receipt of all necessary documentation.
How to Apply
Tip: Combine your cover letter and resume into ONE document of 20 pages or less as you cannot upload multiple documents as part of your application.
If you are still experiencing technical difficulties please email [email protected] to send us a short description of the issues you are experiencing. Please note that we will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance.
Apply Now
To help us with our recruitment effort, please indicate your email/cover letter where (vacanciesincanada.ca) you saw this job posting.