The Toronto South Detention Centre seeks motivated individuals with excellent file and record management skills to join its team.
As an Administrative Assistant, you will provide a variety of administrative services to support the management team, specifically in the areas of health care.
Amendment Note: The job posting closing date has been extended.
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About the job
In this role, you will:
• Book medical appointments with community clinics, hospitals, etc.
• Coordinate the request for medical files from court services and/or lawyers
• Organize medical information, records and files (via paper route)
• Oversee the flow of information, track documents and maintain accurate records
• Establish and maintain a paper-based filing system, and archive medical files in accordance to record management guidelines and standards
• Prepare a variety of correspondence, including letters, memos, reports, charts, graphs and standing orders
• Proof read documents for accuracy, grammar and formatting
What you bring to the team
Administrative Skills
• You have proven experience working in a multi-disciplinary team environment to provide a wide range of administrative services for the health care department (e.g., scheduling appointments, greeting the public, maintain a filing system, etc.).
• You have proven experience working within a legal, institutional and/or community medical/healthcare setting.
Communication and Interpersonal Skills
• You can communicate and work effectively within a multi-disciplinary team environment and liaise with external partners (e.g., community health clinics, court services, etc.) with tact and diplomacy.
• You have excellent writing skills to prepare written correspondence, including reports, letters and meeting minutes.
Record and file Management Skills
• You have proven experience to manage files and records, oversee the flow of information and track documents.
• You can establish and maintain a filing system, and archive files in accordance with record management guidelines and standards.
• You have interpretive knowledge of practices and/or procedures related to the confidentiality and disclosure of information (FIPPA).
Analytical, Problem-Solving and Organizational Skills
• You can identify and resolve administrative-related issues.
• You can verify accuracy and completeness of documents, files and information, and correct discrepancies.
• You can determine workload priorities and manage conflicting deadlines, while working in a fast-paced environment with time-sensitive pressures.
Computer Skills
• You are proficient in MS Word, Excel, as well as electronic mail, spreadsheet, database and presentation software to produce a variety of documents and correspondence, create spreadsheets, coordinate meetings and schedules, manage files and track information.