About this role
This is what you'll be doing:
Providing coordination and administrative assistant support to the Renal and Critical Care Programs by facilitating daily operations through support of the Program Director and Medical Directors with administrative and clerical functions including:
Calendar Coordination
Day to day planning to optimize calendar and address priority requestsGathers necessary information related to upcoming appointmentsHolistic approach to scheduling eg: Leaves time at the end of the day for leader to wrap up and prepare for next daySupporting Leaders
Keeps multiple leaders individually informed on their projects and status of workPlans weekly touch-base meeting to confirm daily priorities, clarify assignments, get answers to questions, or resolve open issues.Responsive to the emerging needs and requirements of the leaderEnsures submissions to outside agencies (e.g. Ontario Health, CCSO and ORN) are completed and deadlines metAssists with internal report preparation (e.g. board reports)Supports physicians as needed e.g. Input and update on call for Nephrology physicians in SPOKSupports program managers as neededFile Management
Creates and maintains file folders (hard copy or on line) as required; ensures all relevant information is filed and can be easily retrieved Meeting Preparation and Implementation
Timely execution of all important steps in all meeting stages:pre-meeting – ensures all stakeholders are invited and provided with attachments as appropriate, room booking as required, teleconference or videoconference arranged as neededmeeting proper – ensures room is set up/teleconference or videoconference connected if needed and minutes takenpost-meeting - follows up with meeting attendees to coordinate action items; completes minutes in a timely mannerWorks skillfully with outside peers to coordinate external engagements, logistics, presentations and regional activities.Coordinates quarterly performance reviews with Halton Healthcare and the Ontario Renal Network (ORN) and relevant Critical Care partnersCommunication
Professionally prepares and sends memos and communications as requestedPromotes a “healthy” work spiritService Delivery
Orders supplies and materials as neededArranges for completion of work orders eg: IT issues, furniture moves etc.Completes payroll and payroll adjustmentsAssists with preparations for interviews i.e. room booking, coordination with candidates, preparing packages etcAssists with onboarding of new team membersArranges ‘Lunch & Learns’ for staffAssists with completion and submission of Expense reports and invoices for paymentSupports corporate activities as needed Office administration diploma from a recognized college or equivalent experience requiredMinimum of 3 years of experience as an Administrative Assistant working for multiple people requiredExperience as a Coordinator preferredExperience in a hospital setting preferredMedical terminology certificate or equivalent experience requiredMinimum 50 wpm typing speed requiredDemonstrates tact, diplomacy and ensures confidentiality is maintainedExcellent knowledge of computer software programs and applications i.e Word, Excel, Outlook, PowerPointExperience in eSchedule/API and Meditech considered an assetExcellent time management and interpersonal skillsDemonstrated commitment to customer service Satisfactory employment and attendance recordMust be physically able to do the jobUnderstanding and commitment to the hospital’s mission and valuesExcellent verbal and written communication skills Hours: Monday to Friday, 7.5 hour days (Hours are subject to change based on operational needs)
Salary: $34.555 to $43.207 per hour
Date Posted: October 14, 2026
Internal application deadline: October 21, 2026
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Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting.
Please note that while this job is posted on Halton Healthcare's career page, it may also appear on third-party job boards. These external platforms may use automated tools, including artificial intelligence, for candidate screening and matching. We do not control or influence these processes. To ensure your application is reviewed by our team, we recommend applying directly through our Halton Healthcare careers site.
We thank all those who apply but only those individuals selected for further consideration will be contacted.
Halton Healthcare is committed to providing accommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.
The Ontario Public Hospitals Act mandates that hospitals establish health surveillance programs for all individuals working within the hospital. This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.
All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.
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