eHealth Administration Assistant

RESPONSIBILITIES

• Performing administrative duties, receiving information, and completing necessary tasks.


• Adheres to all KO Policies and Procedures.


• Maintains confidentiality and privacy. 


• Providing administrative support to the eHealth Staff; assisting with orientation of new staff; scheduling.


• Maintaining eHealth storage supplies; ordering and distributing medical supplies and equipment; maintaining appropriate inventory controls for the health programs; access to inventory management system and working with Inventory clerk at KO. Ability to lift 20-40 lbs.


• Arranging travel and accommodations; processing of purchase orders; liaising with other administrators.


• Schedule, organize, and attend meetings to record minutes. 


• Perform any errands for the office such as purchasing supplies, delivering packages, etc. 


• During pandemic protocols within communities, receive training to provide point of care Covid testing (Rapid Antigen test, GeneXpert and ID Now). Associated duties include but are not limited to: complete documentation; perform COVID testing for asymptomatic staff that require testing for travel, provide more information, sanitize the work area, and complete inventory counts.


• Be available after work hours/weekends for any urgent matters.


• Travel to KO communities to support surge capacity during crisis situations.


• Maintaining a professional rapport with staff, communities, and external partners.


• Routinely review tasks and duties with KO eHealth Director.  


• Provides reception, clerical, and administrative services.


• Provides reception function for the office, answering phones and inquiries as necessary.


• Provides general office support such as word processing, photocopying, and processing incoming and outgoing mail and faxes. 


• Books travel and accommodation arrangements for KO eHealth staff including requesting travel advances and submitting expense claims according to Finance policy.


• Coordinates arrangements for KO eHealth meetings and events by booking appropriate facilities. 


• Maintains an office calendar of planned meetings.


• Orientates new staff to use telephone and office equipment.


• Prepares and manages correspondence, reports, and documents.


• Administers purchase order system for KO eHealth including obtaining authorization signatures from managers at main office.


• Orders office supplies for KO eHealth office and communities; organizes the delivery of freight to communities as needed. 


• Conducts errands and performs other general tasks to keep the office running smoothly.


• Ensures the prompt purchase and delivery of office supplies and equipment to the Community Telemedicine Coordinators


• Maintains inventory of contacts for KO eHealth.


• Demonstrates commitment to KO eHealth Staff Team


• Participates in regular KO eHealth staff meetings and on committees as required.


• Participates in annual performance evaluation as required.


• Participates in training and updating activities as required as per goals set during annual performance appraisal.


• Other duties as assigned by the Director of eHealth Services.

KNOWLEDGE and SKILLS

1. Grade 12 or equivalent; office administration experience essential


2. A minimum of 3 years’ experience in office support or administration. 


3. Ability to collaborate well with others and work independently.


4. Proven experience as an Administrative or Executive Assistant.


5. Knowledge of office management systems and procedures.


6. Experience with basic financial and accounting procedures is an asset.


7. Working knowledge of office equipment, such as printers, and fax machines.


8. Proficiency in Microsoft Office/Teams, Adobe, and converting documents to pdf for signature. 


9. Excellent time management and organizational skills and the ability to prioritize work.


10. Attention to detail and problem-solving skills.


11. Understanding of Indigenous culture and traditions or willingness to learn


12. Excellent verbal and written skills in English. 


13. The ability to speak Oji-Cree, Cree, or Ojibway is an asset.


14. Familiarity with Microsoft Tools and a willingness to learn and use other software including electronic charting tools.


15. Excellent report writing and note taking skills.


16. Must possess a Class “G” Driver’s License and have access to a personal reliable vehicle.


17. Willingness and ability to travel to the KO remote communities and other KO offices (Thunder Bay and Balmertown routinely).  


18. Sensitivity to geographical and cultural needs of Anishnawbe people Ability 

Location: Balmertown, Ontario or Thunder Bay, Ontario

Travel:  travel to remote First Nation communities and other KO offices when needed. 

Job Type: Full Time Permanent

Salary:  $47,768.00

We  encourage applicants to self identify if they are Indigenous, more specifically if they are a member of the six First Nation communities Keewaytinook Okimakanak serves. 

This is an existing position. 

Those chosen for interview may only be contacted.