Pharmacy Admin Assistant - PFT - Pharmacy

Posting #: 2024-930023

Position: Administrative Assistant

Department: Inpatient Pharmacy Department

Status: Permanent Full-time

Hours: Monday to Friday - 8 Hour Days (8am-4pm) with ability to flex schedule to attend early morning or evening meetings as required.

Site: Oakville (may require travel to Milton & Georgetown)

Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians, and volunteers. We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care.

Position Overview

This position will provide administrative support to the Pharmacy Director, managers and staff. Support to clinical staff submitting documentation to the Pharmacy & Therapeutics Committee and the Medication Safety Committee is also required. Work with the Finance Department for departmental month-end reports and Special Drugs Program billings to the Ministry of Health are also part of the position.

This is what you will be doing:

• Provide administrative support to the clinical program including the Pharmacy Director, leadership team, and department staff
• Arrange meetings and presentations, attend meetings and take minutes
• Interact with calendars, coordinate meetings and room bookings
• Ensure required meeting materials are prepared
• Assist with preparation of reports, presentations and correspondence utilizing computer skills and programs
• Pharmacy reception duties as required, including: responding to in person, telephone and e-mail inquiries
• Oversee secure Pharmacy Department required documentation electronic and paper storage
• Departmental, multi-site, payroll entry
• Maintaining purchase order documentation to ensure timely billing and reconciliation
• Act as a liaison on behalf of the department with internal and external customers
• Promote effective communication with internal and external customers
• Other supportive duties as assigned
• Maintain a high level of professionalism

This is what you will need to do it:

Halton Healthcare is seeking individuals who are competent in their chosen profession; patient/customer focused; team players; effective communicators; caring and respectful and are fiscally responsible.

• Office administration diploma form a recognized College required
• 3+ years previous experience working within an administrative support function preferred
• Medical terminology certificate or equivalent experience preferred
• Previous experience working in an acute care hospital setting preferred
• Demonstrated success in a hospital or similar service oriented environment required
• Demonstrated ability to multi-task with a proven ability to meet tight deadlines in a fast-paced environment
• Superior communication, problem solving and interpersonal skills
• Demonstrates tact, diplomacy and ensures confidentiality is maintained
• Excellent verbal and written communication skills
• Must be self-directed and able to work with minimal supervision
• Advanced skills in Microsoft Office applications including Outlook, Word, Excel, OneDrive, PowerPoint, Project, Visio, SharePoint and Teams required in addition to other applications e.g. Zoom, Adobe, etc…
• Experience taking minutes of meetings and agenda preparation required
• Experience with electronic documentation record keeping
• Experience with Meditech Expanse Payroll module is an asset
• Understanding and commitment to hospital mission and values
• Able to meet the physical demands of the position which requires frequent sitting, standing, bending and reaching
• Demonstrated commitment to ongoing learning and able to learn new tasks quickly
• Satisfactory employment and attendance record

Date Posted: April 11, 2024

Internal Applicants due by: April 18, 2024

Please apply if you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are. Please submit your application via our website at www.haltonhealthcare.com directly to this posting and include a current copy of your resume.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

In accordance with Directive #6, Halton Healthcare has implemented a COVID-19 Vaccination and Management Policy. All new hires must be fully compliant with our Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Halton Healthcare is a smoke free facility in and around all three sites. Smoking is not permitted on hospital properties. We thank everyone who works at or visits our hospitals for respecting this healthy initiative. We are also a scent-free environment for all employees and visitors to accommodate individuals’ health concerns arising from exposure to scented products. We ask for everyone's cooperation in our efforts to accommodate health concerns.

All Halton Healthcare staff, professional staff and volunteers are encouraged to be vigilant about identifying and reporting safety incidents in their everyday practice. They also have a role in analysis, recommendations and follow through to implementation.