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

Under the general direction of the Manager, Medical Staff Office (MSO), the Administrative Assistant, MSO provides autonomous and proactive administrative and clerical support services, ensuring confidentiality and efficient operations in the Medical Staff Office. This position requires independent judgment and problem-solving skills to address non-routine issues daily and maintaining continuous awareness of the Medical Staff Office and CHEO activities in order to interpret and direct inquiries.

The initial area of focus is support of the credentialing and recredentialing process, SharePoint content administration, meeting support, support of both medical leadership selection committees and external reviews, medical learner administration support and the 2 fellowships awarded by the Chief of Staff annually.

RESPONSIBILITIES

Provide administrative assistance for the operations of the Medical Staff Office and provide administrative support to broader MSO team, as required.
Support the medical staff appointment and reappointment processes by collecting materials required for the credentialing and recredentialing of all Board Appointed Medical staff (including Physicians, Clinical Scientists, and Dentists).
Make arrangements for meetings, scheduling rooms, arranging and confirming attendance, preparing materials, taking minutes, and other logistical details as required. Reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities
Supporting relevant human resources processes including scheduling interview committees, ensuring appropriate medical staff attend Chief of Staff orientation.
Establishing, developing and maintaining various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, processing mail, confidential files and BF systems
Effectively managing paper and electronic records and files, to meet legislative requirements and allow for easy retrieval by members of the department.
Proofreading documents for grammar and spelling.
Format electronically based reports and correspondence; prepare spreadsheets; prepare documents for review.
Support the Manager, Medical Staff Office with financial functions such as payment requisitions, preparing purchase requisitions, processing expenses related claims, entering invoices for payment, etc.
Initiate action on matters that require response or appropriate follow-up to ensure appropriate action has been taken, including proposing draft replies.
Taking on special projects assigned by the Medical Staff Office Manager and/or Coordinator including coordinating activities, organizing functions.
Maintaining both electronic and paper filing systems
Liaising with internal and external partners.
Performing other duties as assigned.

QUALIFICATIONS

Criminal Record Check (Essential)
College diploma in Office Administration (Essential)
University Degree in relevant field (Preferred)
Minimum three (3) years of experience in progressively responsible administrative functions (Essential)
Bilingualism (English and French) (Preferred)
Communicate effectively and concisely, both orally and in writing. (Essential)
Comprehensively and efficiently use software including word processing, spreadsheet, presentation and mail, SharePoint, MS Office at an intermediate/advance level. (Essential)
Take accurate notes or minutes of meetings and transcribe to final products. (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 sound 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)

REPORTS TO: Manager, Medical Staff Office

* Please note you will be represented by the Laborers International Union of North America (LiUNA).

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 TalentAcquisition@cheo.on.ca. 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 is committed to providing a safe environment for staff, patients, and visitors. Consistent with that commitment, all applicants must be fully vaccinated against COVID-19 to be considered for any staff or volunteer opportunities. Applicants are also strongly encouraged to receive their COVID-19 booster shots when eligible to protect against the spread of COVID-19. Upon hiring, presentation of government issued documentation confirming full vaccination must be provided, or presentation of supporting documentation of a valid medical contraindication or other reasonable consideration pursuant to the Ontario Human Rights Code.

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