Administrative Assistant, Safety & Family Partnership, Permanent Part-Time (0.5)

Compensation Pay Range:

Job Description:

If you are a current CHEO employee with access to Workday, please apply to this posting via the Workday application as an internal applicant using the Jobs Hub. 

To successfully apply for this position, please submit your application by 11:59 pm the day before the advertised closing date in the posting to ensure your application is received.   

Ottawa is built on un-ceded Algonquin Anishinaabe territory. The peoples of the Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO also honours all First Nations, Inuit and Métis peoples and their valuable past and present contributions to this land. 
 
CHEO is one of the few stand-alone, global leaders in pediatric health and is home to more than 6,500 staff, clinicians, scientists and researchers, as well as volunteers – all of whom work together to help children and youth achieve their best lives. Within its own walls and through partnerships with community providers, CHEO has transformed from a 20th century acute care hospital into a 21st century integrated child and youth health system. Ranked in the top 1% of Canadian hospitals for the digitization of its clinical infrastructure, CHEO combines excellence in clinical care, research, and education to advance seamless care that’s provided where, when, and how it is needed. CHEO’s Research Institute is dedicated to world-class clinical, translational, and basic science research covering a wide range of children’s health concerns. CHEO has been named Canada’s best health-care employer by Forbes in 2024, 2025 and 2026 and is ranked second among Canadian hospitals on its list of Canada’s Best Employers for multiple consecutive years. For the 14th consecutive year in a row, the editors of Canada's Top 100 Employers has recognized CHEO as a top employer in the National Capital Region. Every year CHEO helps more than 500,000 children and youth from Eastern Ontario, western Quebec, Nunavut and Northern Ontario. 

POSITION SUMMARY

The Administrative Assistant for the Safety & Family Partnership Department provides high-quality administrative, secretarial, and clerical support. This role ensures the office runs efficiently and maintains confidentiality, while contributing to CHEO’s mission to improve the lives of children and their families.

SCHEDULE
The schedule for this position consists of Monday to Friday morning shifts. A consistent shift schedule will be established upon hire, with hours falling between 7:30 a.m. and 12:30 p.m.

MAIN RESPONSIBILITIES

• Type, transcribe dictated correspondence and format electronically based reports and correspondence; prepare spreadsheets; prepare documents for review.
• Prioritize incoming mail and documents and distributes appropriately.
• Maintain awareness of the clinical/provincial program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other partners (those requiring reports etc.) Supports the manager by sending out agendas for meetings, take, transcribe and distribute minutes for the team meetings and the Complex Care Family Advisory Committee
• Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
• Making travel and hotel arrangements for staff and out-of-town visitors.
• Maintaining calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities
• Send packages to other centres in collaboration with Medical Records for referrals via FedEx, Purolator, etc.
• Photocopy, scan, print, file & distribute documents, proofreading for grammar and spelling.
• Establish, develop and maintain various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, and confidential files.
• Collect and/or tabulate statistics and information from files and/or databases as required, enter data into various data bases from a variety of sources.
• Assist with and/or conduct research and retrieve information and/or material as assigned on specified topics.
• Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc. May perform financial clerical functions such as billing, maintaining petty cash, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, etc.
• May initiate HR staffing request forms as directed, obtain required signatures and forward to Human Resources.
• May ensure office set up for new staff which includes computer and telephone, keys, etc. as requested.
• Assist with and/or complete grant submissions for review and appropriate sign off, as requested.
• Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
• Maintain files and order supplies as required.
• Perform other duties as assigned.

QUALIFICATIONS 

• College diploma in Office Administration or other relevant field (Essential)
• One (1) year of previous clerical or administrative experience (Essential)
• Two (2) years previous clerical or administrative experience (Preferred)
• Experience in a healthcare and/or hospital setting (Preferred)
• Knowledge of medical terminology (Preferred)
• Comprehensive knowledge and use of Workday & UKG and EPIC (Preferred)
• Computer, word processing skills, and advanced proficiency with Microsoft Office Suite (including Excel, PowerPoint, Word) (Essential) 
• Communicate effectively and concisely, both orally and in writing in English (Essential)  
• Demonstrated ability to use standard office technology, including multi-line phone and voicemail systems, multifunction printers/scanners, etc. (Essential)
• Sound judgement, the ability to prioritize and adjust as required  (Essential)
• Ability to take initiative and work independently with minimal direction (Essential)
• Professional, effective, concise communication (both oral and written) in English (Essential)
• Ability to deal effectively with internal and external customers (Essential)
• Exercise sound judgement, discretion and a high degree of confidentiality (Essential)
• Working knowledge of applicable occupational health and safety legislation; general knowledge of corporate/departmental policies and procedures related to health and safety.
• Criminal Record Check (Level 1) (Essential)
• Bilingualism (French/English)  (Essential)

*Please note you will be represented by the Laborers International Union of North America (LiUNA). 

Effective March 29, 2021, CHEO will conduct a more comprehensive pre-screening and evaluation process.  This process may include more varied and multidimensional testing such as a written test, practical exam, or other assessment. All candidates who meet the essential and preferred qualifications may be tested. Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.    Should you require accommodation during any phase in the recruitment process, please contact Human Resources at TalentAcquisition@cheo.on.ca. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

Please note you will be represented by the Laborers International Union of North America , (LiUNA).

CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process and welcome interest from all qualified applicants.

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at TalentAcquisition@cheo.on.ca. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

We thank all those who apply, however, only those to be interviewed will be contacted.