Administrative Assistant

Employment type: Full-time
City: Toronto
Last visit: 2014-10-29
Author's ads: 1

Posted: 2014-10-29


Bridgepoint active healthcare manages, delivers researches and teaches leading healthcare practices so that people with complex health conditions can live better. Bridgepoint active healthcare is made up of the BridgepointHospital, Bridgepoint Family Health Team, Bridgepoint Collaboratory for Research and Innovation and Bridgepoint Foundation.  We have recently moved into our new 10-storey, 680,000 square foot state-of-the-art LEED certified hospital building which has been designed to reflect a healing landscape and an integrated campus of care that will redefine what a Hospital can be. The new site will be a national centre of excellence to foster the next generation of clinicians, researchers and educators who will work together to advance our understanding and treatment of complex chronic disease.


Administrative Assistant

Job Posting Number: 216-14R

Status: Full time temporary (approx. 12 months)

Department: Redevelopment

Reports To: Vice President, Planning and Facilities Management & Project Manager

Hours: 37.5

Posting Date: October 29, 2014

Closing Date: November 12, 2014


Position Summary:

Provides high-level administrative and organizational support to the Planning and Facilities Management Office.


Provides advanced and highly skilled support services to the Planning and Facilities Office.

Reports items that need repair or maintenance and follow up to ensure completion

Assists as needed with budget process

Co-ordinates staff investigation meetings and attend meetings as required to record minutes.

Prepares all performance management correspondence, including discipline, attendance management, etc.

Ensures an efficient, accurate, effective set up and administrative office operation for the Planning and Facilities Office.

Organizes the  workflow, meeting schedules and functions of the Planning and Facilities Office to ensure efficient and effective operation.

Ensures availability and use of appropriate and up-to-date office support systems.

Contributes to Bridgepoint Hospital’s mission, vision and values.

Undertakes and ensures co-ordination and support of special projects as assigned.

Obtains and maintains administrative resources for the office

Ensures efficiencies by organizing ordering and distribution of office supplies.

Establishes and organizes an efficient and effective structure for the administrative operations of the office.

Prioritizes assignments from the VP, Planning and Facilities Management and Project Manager.

Composition of minutes and correspondence.

Establishes and organizes an efficient and effective structure for the administrative operation of the Planning and Facilities Office.

Provides advanced secretarial support in all functions including organization of work, correspondence,      communication with the public and Hospital staff, and the support of special projects.

Undertakes and co-ordinates function planning and special projects as assigned.     

Establishes and maintains well organized filing system for the Planning and Facilities Office.

Opens, screens and redirects, as appropriate, using professional discretion and judgement, incoming mail addressed to the Planning and Facilities Office, highlighting pertinent information; takes action on routine matters.

Prioritizes mail and incoming reports, etc. for the Planning and Facilities Office and ensures that matters are dealt with in the required timeframe(s

Coordinate with the appropriate departments to approve and process invoices.

Provides all other administrative functions for the Planning and Facilities Office as required.

Manages the Vice President, Planning and Facilities Management and Project Manager appointment schedule, including      co-ordinating and scheduling internal and external appointments, utilizing professional judgement in establishing priorities and consulting with the Vice President, Planning and Facilities Management and Project Manager, as      appropriate. Ensures that the Vice President, Planning and Facilities Management and Project Manager is aware of changes made to schedule.

Schedules meetings, books space, tracks items for agendas, prepares agendas, co-ordinates material for      distribution and records minutes for meetings, including committees/task forces for the Director, with a high degree of accuracy.

Coordinates the schedule for completion of performance appraisals

Facilitates and organizes communication and liaison with external clients of Bridgepoint Hospital, e.g. members of      external committees, Ministries, Municipalities, managers in other health care organizations, consultants and vendors.

Responds to internal and external requests for information in a timely manner.

Education and Qualifications:    

*      Minimum of 3-5 years Secretarial experience.

*      Direct experience in Planning, Design, Construction, and/or Facilities Management is preferred.

*      Advanced computer skills, including Microsoft Word, Excel, PowerPoint, and Internet.

*      Strong organizational, problem solving and judgement skills.

*      Polished, professional interpersonal skills.

*      Self-directed, detail oriented and dependable.

*      Demonstrated initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously.

*      Superior communication skills, both written and verbal.

*      Prepared to respond to a fast-paced changing environment requiring flexibility with respect to working hours.


Interested applicants are invited to apply via our website at: Applications received after the Closing Date will not be considered.

For more information on Bridgepoint active healthcare, please visit our web site:

Bridgepoint Active Healthcare is committed to an inclusive and accessible work environment and supports the compliance of the Accessibility for Ontarians with Disabilities Act (AODA. Bridgepoint requests that job applicants requiring accommodation inform Bridgepoint so that suitable arrangements can be prepared to take into account the applicant’s accessibility needs.

We thank all applicants, however, only those under consideration will be contacted.

Career Level: Experienced

Years of Relevant Experience: 3 Years

Industry: Architectural and Engineering

Job Function: Administrative and Clerical