Secretary, Facilities - Full Time

About the role

The Secretary is responsible and accountable for clerical functions within the Physical Facility Department. He/she is responsible for providing secretarial and departmental support to the Facility Operations team. This role involves facilitating and providing customer service for all internal and external stakeholders and initiating service calls, overseeing contractor access, including the receipt of permits, licenses, insurance, and service reports. Key duties include handling all badge issuance and returns, processing asset and work order requests, maintaining departmental records, and supporting day-to-day departmental activities. The role also completes financial transactions, processes invoices through Mohawk Medbuy, supports procurement documents, and ensures accurate record-keeping. The FOC Secretary must demonstrate strong organizational skills, ability to multi-task in a fast-paced environment, attention to detail, and the ability to communicate effectively with internal staff and external vendors. What you bring: Graduate from a College secretarial certificate program or equivalent Demonstrated skill in computer and word processing (MMC, Versus, Scrub Portal) preferred Ability to cope in a demanding environment High Volume Invoicing/PO reconciliation Demonstrated ability to work independently and meeting deadlines Excellent communication skills and ability to work with the public Strong organizational skills required to handle overlapping assignments and demands Experience working in a health care environment an asset Reception and telephone answering skills Ability to take minutes Demonstrated mechanical terminology skills an asset Demonstrated proficiency with the current Windows and Microsoft Suite applications Demonstrated commitment to professional development Demonstrated excellence in communication, both written and verbal Demonstrated problem assessment skills Demonstrated commitment to customer service and teamwork Demonstrated individual leadership skills Regular and reliable attendance is an expected requirement of this position Southlake Health is fully committed to a culture of belonging and an inclusive environment that encourages every team member to lead within their role, generate innovative ideas that reinforce our mission and goal to create a healthy workplace where our community can thrive. Regular and reliable attendance is an expected requirement of this position. We are committed to a selection process and work environment that is inclusive and barrier-free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants who may require accommodation during the selection process are encouraged to notify the Human Resources Department when contacted for an interview. The People, Culture and Experience team will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process, which will enable you to be assessed fairly and equitably. Use of Artificial Intelligence (AI) We prioritize a people-first workplace culture which emphasizes equity and inclusion throughout our hiring process. To ensure fairness and transparency, all applications are reviewed and assessed by our dedicated team of recruiters and hiring managers, not by artificial intelligence (AI). We value the unique perspective each candidate brings to our organization. Health & Safety Workplace Responsibilities It is the responsibility of all Southlake Health employees to work safely and promote health and safety in the workplace. Employees must adhere to the duties of workers, as stipulated in Section 28 of the OH&S Act, as well as all Southlake OH&S policies and procedures. Must be able to perform all necessary bona fide duties for the position, as outlined in the position guide. Must review and be capable of performing duties as outlined in the Job Demands Analysis for the position as a condition of offer. Proven ability to attend work regularly as per the Attendance Support Policy. Commitment to Diversity and Inclusion Southlake Health is fully dedicated to employment equity, diversity,

Benefits

Additional Information

Job Category: Administrative/Clerical Hospital Location: Newmarket ON Job Type: Permanent, Full time Number of Positions: 1 Union: SEIU CLERICAL Minimum - Maximum Hourly Rate: $31.32 - $33.58 Why Join Our Team? A people-first workplace environment that prioritizes belonging, wellness, and psychological safety. Hybrid, virtual, and in-person working environment (where applicable). Progressive health and dental benefit plans. HOOPP pension plan with employer and employee premium sharing. Enhanced wellness initiatives, including virtual fitness classes and on-site gym memberships. If you are ready to embrace this exciting challenge and contribute to the success of Southlake Health, we encourage you to apply and be part of our dedicated team, making a difference in the lives of our employees and the community we serve!

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