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Administrative Assistant 

Category Administrative and Clerical  
Req Number ADM-19-00024  
Department Medicine and Academic Affairs Admin 

Work type Regular Full-time 

Grade Grade 3 ($22.77/hr to $27.21/hr) 


Posting Close Date 09/26/2019 


General Overview
The Administrative Assistant provides a wide variety of administrative support to the Teaching and Learning Institute as well as the Evidence to Care team. By partnering with those they support, this incumbent will act as an ambassador of the program or department that they support and Holland Bloorview.

  • Acts as a first point of contact for the department
  • Manages calendars, plans and schedules appointments and meetings , Outlook calendaring expertise is a necessary skill-set
  • Collects, organizes, summarizes, edits reports and correspondence
  • Arranges meetings and conferences including; distribution of data (prepares agenda, distributes minutes etc.), booking rooms, refreshments, registration and travel arrangements
  • Coordinates orientation and training for new staff including the completion of Computer/Telephone Access Forms and Action Forms
  • Coordination of Holland Bloorview’s Oberserverhip for international learners program
  • Provide administrative support for committees and projects as requested
  • Supports the coordination of special events and/or conferences for the program
  • Records and responds to/directs phone calls from clients, families and external services
  • Reconciling corporate Visa accounts, preparing purchase orders and expense reports
  • Registering participants for conferences and arranging travel
  • Enters Team payroll in Meditech
  • Maintains office files, manuals and supplies
  • Participates in quality improvement initiatives, supports the maintenance of a safe and healthy work environment and advances a culture of client/patient safety through work and daily practices
  • Other duties as assigned


  • Graduate of a college program or equivalent
  • Minimum of 3 years administrative experience preferably in a health care setting or educational setting
  • Exceptional customer service skills with a demonstrated ability to communicate effectively with students, clients, families, volunteers, visitors and staff
  • Proactive with project coordination skills
  • Strong organizational skills
  • High level of attention to detail and superior problem solving skills
  • Works collaboratively within a team environment
  • Meditech expertise an asset
  • Knowledge of staff scheduling issues and payroll functionality
  • A well cultivated critical thinker:
    • Gathers and assesses relevant information
    • Thinks open-mindedly within alternative systems of thought
    • Communicates effectively with others in figuring out solutions to complex problems
  • Technical expertise:
    • Ability to use online survey tools (i.e.: Survey Monkey) and meeting management software programs (i.e.: Go to Meeting, Zoom)
    • MS 2010 Office Products: Excel, Word PPT and Outlook able to:
    • Create Word documents with knowledge of formatting and layouts
    • Document process flows
    • Generate Excel spreadsheets
    • Produce PowerPoint presentations
    • Use enhanced MS Outlook calendar management options
  • Ability to use and trouble-shoot with audiovisual equipment
About the Organization Join a world of possibility! Holland Bloorview Kids Rehabilitation Hospital creates a world of possibility by supporting children and youth living with disability, medical complexity, illness and injury. Holland Bloorview is a top 40 Canadian research hospital that is fully affiliated with the University of Toronto and serves over 7,500 families annually. Providing both inpatient and outpatient services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in two successive quality surveys by Accreditation Canada.

Holland Bloorview has won numerous awards including Greater Toronto's Top Employers, Canada's Top Employers for Young People and Canada's Most Admired Corporate Cultures. We offer an inspiring, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

Holland Bloorview Kids Rehabilitation Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fostering a climate of equity and diversity and welcomes and respects the diversity of our clients, families, staff, trainees, volunteers, trustees and partners. As part of our commitment to fair and equitable recruitment and selection practices, we encourage applications from racialized persons, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas within our community.

Interested applicants are invited to submit their application by pressing the "Apply" button near the top of this page. Should you require accommodation during any stage in the recruitment process, please contact Human Resources at or 416-425-6220.  

This position is currently not accepting applications.

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