Reference No: CFW-EA-013
Position(s): (1) Full TIme Permanent Position
Carefor Health & Community Services is a not-for-profit, charitable health care organization offering a wide variety of services in the greater Ottawa area. With over 750 staff and 300 volunteers, our skilled team members work closely with clients, caregivers and a multidisciplinary health care team to deliver quality and innovative support services.
The Client Services Executive Assistant works closely with the Client Services Management Team. This position is responsible for assisting the Manager, Quality and Risk in gathering information and preparing quality management reports. The position is also responsible for providing the administrative support for Related Services including contact with the customers, establishing contracts, organizing, scheduling and billing. This position provides clerical/administrative assistance to the Director, Managers and Supervisors in Client Services. This position will also provide coverage for the Corporate Executive Assistant.
Primary Responsibilities include:
*Gathering, collating, preparing, developing, formatting, maintaining file copy and distributing: Quality Management Reports and documentation, forms, statistics, surveys, power point presentations and general correspondence;
*Preparing agenda, arranging facilities, attending, recording and distributing meeting minutes and materials;
*Program administrator for Carefor’s and CCAC’s risk management software; data entry of incidents, interpreting data, development of templates, identifying concerns to the Manager, Quality;
*Providing general administrative duties including drafting and typing memorandums, maintaining the Client Services Manager schedules, developing and producing forms, tools, reports, power point presentations for the Director, Managers and Supervisors in Client Services;
*Providing administrative support to the Director, Client Services – monitoring email, correspondence, scheduling meetings;
*Creating draft reports, documents and correspondence for the Director, Client Services and Manager, Quality;
*Providing overall coordination of the flu immunization and Related Services programs including: developing and maintaining customer relations sending out contracts, promotional material and forms for the clinics; scheduling of clinics and nurses; ordering, organizing and preparing supplies and equipment;
*Providing administrative support for the Ottawa Program Board and Quality Committee, two standing committees of the Board of Directors.
*A minimum of a certificate/diploma in Office or Business Administration along with five years progressively responsible administrative experience including at least two years experience providing administrative support at a senior management level.
*Previous experience working in the health sector and or non-profit organization an asset
*Experience supporting a Board of Directors an asset
*Extensive experience in computer applications (Microsoft Office, Internet and e-mail, electronic document management system, resource information system);
*Knowledge of Publisher, Visio and statistical software an asset;
*Excellent organizational, planning and time management skills with the ability to manage multiple tasks, projects and events simultaneously under restricted timelines requiring concentration and attention to detail;
*Ability to demonstrate initiative and work independently to prepare, compose and proof all work;
*Able to create reports and interpret statistical information;
*Demonstrated analytical and problem solving skills;
*Demonstrated ability to maintain a high degree of confidentiality and good judgment;
*Strong verbal and written communication skills;
*Strong customer service skills;
*Self directed and motivated;
*Effective interpersonal relationships and ability to work with multiple team members; and
*Bilingualism (French/English) preferred.