Senior Administrative Assistant, Primary Care

Job Title: Senior Administrative Assistant
Department: Integrated Health Services
Program: Primary Care
Status and Hours: Regular Full-Time, 35 hrs/week
Pay scale: $26.015/hour to $30.605/hour
Reports to: Clinical Manager, Primary Care
Location: South Nepean Satellite Site, 4100 Strandherd Drive, Ottawa, ON K2J 0V2
Deadline: Until Filled

Benefits include:

• 4 weeks vacation plus other leave entitlements
• Extended Group Health benefits
• Flexible Health & Wellness Spending Account
• HOOPP

This position is an existing vacancy.

Who are we?

Pinecrest-Queensway Community Health Centre is an innovative, community-based, multi-service centre. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who face barriers to care due to race, gender, income and/or ability. PQCHC is an equal opportunity employer and values diversity in its workforce. If at any stage in the selection process, you require accommodation due to a disability, please let us know the nature of the required accommodation.

Job Summary

The Senior Administrative Assistant provides senior-level administrative and operational support to the Primary Care Leadership Team and Primary Care program. This position plays a key role in coordinating administrative processes, maintaining effective systems, supporting program operations, and ensuring timely follow-up on priorities and deliverables.

The role requires strong organizational and communication skills, sound judgment, attention to detail, discretion, and the ability to independently manage multiple priorities and deadlines while working collaboratively within an interdisciplinary environment.

Job Specific Responsibilities:

• Provides senior-level administrative and operational support to the Primary Care Leadership Team and Primary Care program.
• Coordinates meetings and team activities, including scheduling, agenda preparation, distribution of materials, minute-taking, communications, and follow-up on action items.
• Prepares correspondence, reports, presentations, spreadsheets, and other documents as required.
• Maintains calendars, provider and team schedules, databases, files, and administrative tracking systems.
• Collects, consolidates, and maintains statistical and program information and supports reporting requirements.
• Coordinates the collection and consolidation of information from community partners and clinics, as required.
• Supports the Leadership Team in tracking administrative requirements, deadlines, outstanding items, and follow-up activities.
• Processes and tracks invoices, travel claims, payroll and timesheet information, leave requests, and other administrative documentation for appropriate approval and processing.
• Develops and maintains administrative processes, records, and filing systems in accordance with organizational procedures, confidentiality standards, and privacy requirements.
• Works collaboratively with administrative, clinical, and leadership teams to support effective communication, coverage, and continuity of services.
• Performs other related duties as assigned.

Qualifications:

• Secondary school diploma with post-secondary training in office administration, or an equivalent combination of education and experience.
• Three to five years of progressively responsible administrative support experience, preferably in a healthcare, community health, or human services setting.
• Demonstrated ability to work independently, organize and prioritize multiple responsibilities, manage competing deadlines, and follow through on outstanding items.
• Strong organizational skills, attention to detail, sound judgment, and problem-solving abilities.
• Demonstrated ability to handle confidential and sensitive information with professionalism and discretion.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with staff, leadership, community partners, and other stakeholders.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint and SharePoint
• Experience with electronic medical records and healthcare scheduling systems is considered an asset.
• Ability to perform basic troubleshooting of commonly used office and computerized systems.
• Knowledge of health and social services relevant to Primary Care is considered an asset.
• Ability to work both independently and collaboratively within administrative and interdisciplinary teams.
• Fluency in English is required. French and/or other languages are considered assets.