Administrative Assistant, BORN Ontario - Permanent Full Time (1.0)

Compensation Pay Range:

$26.43-$32.46

Job Description:

Please Note: 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.

Better Outcomes Registry & Network (BORN) Ontario

Funded by the Government of Ontario and administered by CHEO, the Better Outcomes Registry & Network (BORN) is Ontario’s prescribed perinatal, newborn and child registry. BORN collects, protects and enables the use of high-quality health data to support care, reporting, research and health-system decision-making across Ontario. BORN also manages Prenatal Screening Ontario, whose mandate is to coordinate and oversee the operations of prenatal screening services in Ontario, supporting a cohesive and high-quality screening system.

POSITION SUMMARY

The Administrative Assistant will provide administrative and operational support, coordinating schedules and meetings, assist with staff onboarding and financial processes, maintain records and reports, respond to inquiries, and assist with special events and projects commensurate with the responsibilities listed below.

MAIN RESPONSIBILITIES

• Maintaining calendars and scheduling meetings, appointments and/or events; preparing necessary documentation for meetings, appointments and/or events; rescheduling meetings, appointments and/or events based on availability to avoid conflict with competing and changing priorities.
• Maintaining awareness of the program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports, etc.)
• Supporting the program with human resources processes for Newborn/PSO staff including recruitment, hiring, orientation, onboarding, workstation/office setup, etc.
• 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

• Supporting the administrative aspects of the program’s academic and research mandates
• Preparing annual program summary reports
• Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering
• Making travel and hotel arrangements for staff and out-of-town families/visitors.
• Prioritizing incoming mail and documents and distributing appropriately

• Photocopying, collating, faxing, and distributing documents.
• Proofreading documents for grammar and spelling
• Typing, transcribing dictated correspondence, and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review
• Performing financial clerical functions such as billing, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, enrichment fund reimbursements, etc.
• Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.

• Maintaining both electronic and paper filing systems
• Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
• Ordering supplies as required.
• Performing other duties as assigned

QUALIFICATIONS

• Diploma in relevant field (Essential)
• Approximately 12 months of related experience (Essential)
• Knowledge of medical terminology (Preferred)

• Clinical terminology proficiency (Essential)
• Sound judgement, the ability to prioritize and adjust as required (Essential)
• Ability to anticipate needs, as well as plan and prioritize work. (Essential)
• Ability to take initiative and work independently with minimal direction. (Essential)

• Ability to multi-task and complete tasks in a timely fashion; (Essential)
• Strong organizational skills (Essential)
• Detail-oriented (Essential)
• Discretion and a high degree of confidentiality; (Essential)
• Professional, effective, concise communication (both oral and written); (Essential)

• Comprehensive use of MS Office including word processing, spreadsheet, presentation, email; (Essential)
• Use of a voicemail system, photocopier, multi-use fax machine. (Essential)
• Criminal Record Check (Level 1) (Essential)
• Bilingualism (English and French) (Essential)

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

* 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 [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.

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

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.

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.