Senior Administrative Assistant, Development and Rehabilitation - Temporary Full Time (0.8) (until March 2027)

Compensation Pay Range:

$33.35-$39.25

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 Senior Administrative Assistant is responsible for providing administrative and coordination support to the program’s management team while ensuring efficient operations of the office and confidential matters.

RESPONSIBILITIES

• Maintaining calendars 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 for the Director and Managers of the program.
• Making arrangements for meetings, scheduling rooms, arranging and confirming attendance, preparing materials, taking minutes, and other logistical details as required.
• Maintaining continuous awareness of the program and CHEO activities in order to interpret and direct inquiries.
• Initiating action on matters that require response or appropriate follow-up to ensure appropriate action has been taken, includes proposing draft replies.
• Receiving and screening calls by assessing their urgency, providing information required, or following up as required.
• Researching, collating, analyzing and summarizing information, as assigned on specific topics.
• Taking on special projects as assigned by the Director/Managers including coordinating activities, organizing functions.
• Liaising with internal and external stakeholders.
• Establishing and maintaining various internal office systems such as tracking key deadlines, electronic databases, tracking systems, processing mail, monthly reports, bring forward systems and confidential files.
• Supporting Director and Managers with financial functions such as payment requisitions, cheque deposits, travel requests and claims, reconciling accounts, monitoring and tracking activity reports, providing monthly reports.
• Supporting Director and Managers with human resources processes including hiring, orientation, onboarding, workstations/offices.
• Effectively managing paper and electronic records and files, to meet legislative requirements and allow for easy retrieval by members of the department.
• Prepare and proofread documents for grammar and spelling on behalf of director and managers.
• Entering information into payroll system
• Supporting peers with others duties as assigned.

QUALIFICATIONS

• College diploma in Office Administration (Essential)
• University Degree in relevant field (Preferred)
• Minimum three (3) years of experience in progressively responsible administrative functions (Essential)
• Communicate effectively and concisely, both orally and in writing (Essential)
• Comprehensively and efficiently use software including word processing, spreadsheet, presentation and mail, at an intermediate/advance level. (Essential)
• Take accurate notes or minutes of meetings and transcribe to final products. (Essential)
• Use standard office equipment including voicemail system, photocopier, fax machines, etc. (Essential)
• Ability to anticipate needs, as well as plan and prioritize work. (Essential)
• Ability to take initiative and work independently with minimal direction. (Essential)
• Strong organizational skills and paying attention to detail and accuracy. (Essential)
• Exercise sounds judgement, discretion and a high degree of confidentiality. (Essential)
• Working knowledge of applicable occupational health and safety legislation, general
• knowledge of corporate and departmental policies and procedures related to health and safety. (Essential)
• Bilingualism (French/English) (Preferred)
• Criminal Record Check (Level 1) (Essential)  

* Experience and formal training combined with demonstrated performance and ability may substitute for academic requirements
 

Timeline may be extended or shortened based on operational needs.
 

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 [email protected]. 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. 

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 [email protected]. 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.