WEST PARRY SOUND ONTARIO HEALTH TEAM 

EXECUTIVE ASSISTANT

JOB POSTING: OHT 2024-02

TEMPORARY PART-TIME – 3 YEAR CONTRACT

(The OHT is open to discussing potential secondment agreements for this contract)

Located on the coast of beautiful Georgian Bay, the West Parry Sound Ontario Health Team (WPS OHT) offers the best that both nature and technology can offer. We provide services along the coast of Georgian Bay and live in one of Canada’s top outdoor adventure destinations. You can get from desk to dock in 10 minutes!

Ontario Health Teams are a Ministry-approved collaborative health service made up of provider organizations including primary care, hospice/palliative care, long term care, home and community care, mental health and addiction services, acute care, and other community-based services that are collectively dedicated to equitable improvement of population health and seeking better and more efficient ways to receive and deliver care and services.

The WPS OHT is seeking a dedicated and organized Executive Assistant to provide vital administrative and operational support to the Executive Director, Collaborative Council, and operational committees. This role is essential to the smooth functioning of WPS OHT’s daily operations and collaborative efforts, ensuring efficient scheduling, effective communications, and the successful management of strategic partnerships. The ideal candidate will have strong organizational and communication skills, with the ability to manage competing priorities and foster seamless collaboration among healthcare and community partners.

Primary Responsibilities

• Manage scheduling, coordinate meetings, and prepare agendas, reports, and presentations for the Executive Director and Collaborative Council, keeping senior leadership organized and aligned with strategic priorities.
• Oversee day-to-day operations, including scheduling, payroll input, special projects, and resource management. Track project timelines and progress to ensure timely delivery of initiatives.
• Facilitate scheduling and meeting coordination for operations-level committees, including documentation of discussions, decisions, and action items to support effective committee function.
• Serve as a communication hub, coordinating information flow between the Executive Director, Collaborative Council, and stakeholders, enhancing transparency and relationship-building.
•  Assist in managing contracts and vendor relationships, ensuring agreements align with WPS OHT’s needs and resources.
• Organize, maintain, and report data relevant to team activities, providing insights that support data-driven decision-making and continuous improvement in collaboration with members of the team.
• Support projects of the Communication and Engagement Lead.

Position Prerequisites:

• Successful completion of Grade 12 or equivalent.
• Post secondary education in office administration or equivalent combination of education and experience.
• Preferred experience in an administrative support role.  
• Demonstrated strong understanding and experience with local and/or northern health and social services partners, fostering effective collaboration and communication.  
• Demonstrated understanding of a variety of electronic medical record systems (e.g., Telus PS Suites, Meditech, Health Partner Gateway, Client Health and Related Information System, Oceans) 
• Proficiency in office software, particularly Microsoft Office and scheduling tools.  
• Proficiency in advanced graphic design tools (e.g., Canva) for enhanced communication. 
• Must have a valid Ontario driver's license, clean driver’s abstract, and access to a vehicle, as travel is required.
• Demonstrated satisfactory attendance levels, work performance, disciplinary history, and positive work references.

Knowledge & Skill:  

• Exceptional written and verbal communication skills, capable of engaging diverse audiences and fostering positive relationships. 
• Highly organized, with the ability to manage multiple priorities, track details, and ensure deadlines are met. 
• Demonstrated discretion in handling sensitive information. 
• Ability to monitor projects, track action items, and ensure timely completion. 
• Positive attitude, collaborative, and able to work effectively with diverse stakeholders across all levels. 

Working Conditions:

The role is primarily office-based with potential for occasional remote work upon approval. The position requires regular visual and motor coordination for computer tasks and occasional travel within the West Parry Sound region. Mental focus and stamina are necessary for multitasking in a dynamic environment.

Why Join Us?

At WPS OHT, we foster a vibrant, compassionate culture that emphasizes personal growth, collaborative partnerships, and achieving impactful results. Our team values innovation and inclusivity, encouraging each member to contribute ideas and drive meaningful improvements in integrated healthcare. Working with us means being part of a supportive environment dedicated to improving patient care, enhancing the health of the community, reducing healthcare costs, improving the provider experience, and ensuring equitable access for all. Collaboration and transformation are at the heart of our work, as we strive to create a positive, sustainable impact in healthcare.

Compensation & Benefits

Competitive Compensation, Pension, and Benefits package.

Qualified Applicants:

Please submit a resume with a cover letter by December 1, 2024, quoting OHT 2024-02 to:

West Parry Sound Ontario Health Team

humanresources@wpshc.com

705-746-4540 x2414

The West Parry Sound Ontario Health Team is committed to providing accommodations throughout the recruitment and selection process to applicants with disabilities to ensure equal participation. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes.

We thank all applicants who apply but advise only those to be interviewed will be contacted.