Job Number:J0226-0877
Job Title:Administrative Assistant – Orillia Midwives
Department:Affiliated Opportunity
Job Type:Temporary Full Time
Action Required:
Creating a new position
Approximate End Date:March 31, 2027
Job Category:Administration \/ Clerical
Open Positions:1
Date Posted:February 26, 2026
Closing Date:March 5, 2026
Salary:$28.50\/Hour<\/p>\n
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Position Summary:
The Administrative Assistant is responsible for providing administrative and coordination support to the Regional Mobile Perinatal and Reproductive Healthcare Pilot Project; a new and innovative model of care that will provide direct, mobile care to individuals seeking perinatal, newborn, and reproductive health services. This position will ensure day-to-day mobile clinic operations and project work is carried out in an efficient and professional manner, including but not limited to ensuring the smooth planning, implementation, and evaluation of a new and innovative midwifery-led clinic and Indigenous-led mobile perinatal and reproductive health team.\u00a0<\/p>\n
This pilot is a collaborative initiative with leadership support and oversight provided by the Women and Children\u2019s Health Network (WCHN) and BANAC Mamaway Wiidokdaadwin (BANAC). All work is grounded in the principles of Indigenous Health in Indigenous Hands, which guide the approach and partnerships within this project.<\/p>\n
This position is a full-time position from March 2026 to March 31, 2027 to support the pilot project. The role will operate as an extension of the Orillia Midwives and will work closely with project team from BANAC, Orillia Midwives, WCHN, and other community partners.<\/p>\n
Primary Responsibilities:<\/p>\n
Project Administration & Coordination
\u2022\u00a0\u00a0 \u00a0Assists and coordinates daily operating procedures and administration of the pilot project.
\u2022\u00a0\u00a0 \u00a0Maintains awareness of project activities to interpret and direct inquiries from families,\u00a0 \u00a0 \u00a0
\u00a0 \u00a0 \u00a0 clinicians, and community partners.
\u2022\u00a0\u00a0 \u00a0Receives, screens, and appropriately routes project-related emails and inquiries; performs
\u00a0 \u00a0 \u00a0\u00a0reception duties as required.
\u2022\u00a0\u00a0 \u00a0Schedules and organizes meetings, arranges room reservations, prepares agendas, records
\u00a0 \u00a0 \u00a0 minutes, and ensures follow-up of action items.
\u2022\u00a0\u00a0 \u00a0Prepares and organizes a variety of documents, reports, and correspondence in an accurate
\u00a0 \u00a0 \u00a0\u00a0and professional format.
\u2022\u00a0\u00a0 \u00a0Develops and maintains distribution lists as required.<\/p>\n
Financial & Resource Support
\u2022\u00a0\u00a0 \u00a0Supports the project team with financial functions such as payment requisitions, travel
\u00a0 \u00a0 \u00a0\u00a0requests and claims, reconciling accounts, monitoring and tracking project expenses and\u00a0 \u00a0 \u00a0 \u00a0
\u00a0 \u00a0 \u00a0\u00a0revenue, and preparing related reports.
\u2022\u00a0\u00a0 \u00a0Liaises with the Finance Departments to ensure compliance with funding requirements.
\u2022\u00a0\u00a0 \u00a0Assists with ordering and tracking equipment and supplies necessary for mobile health
\u00a0 \u00a0 \u00a0\u00a0services and clinic operations.\u00a0
\u2022\u00a0\u00a0 \u00a0Ensures office set-up and resource access for new staff.<\/p>\n
Communications & Training Support
\u2022\u00a0\u00a0 \u00a0Coordinates logistics for training and other capacity-building initiatives.
\u2022\u00a0\u00a0 \u00a0Supports project communications, including newsletters, reports, and updates.
\u2022\u00a0\u00a0 \u00a0In partnership with project manager, acts as gatekeeper for all master documents; maintains
\u00a0 \u00a0 \u00a0\u00a0project task force contact lists.
\u2022\u00a0\u00a0 \u00a0Supports planning and coordination of project forums, training sessions, and community
\u00a0 \u00a0 \u00a0\u00a0engagement events.
\u2022\u00a0\u00a0 \u00a0Provides administrative support for mobile RSV prevention clinics, perinatal mental health
\u00a0 \u00a0 \u00a0\u00a0screening rollout, and other direct service initiatives.<\/p>\n
Information Management & Compliance
\u2022\u00a0\u00a0 \u00a0Organizes and maintains computerized filing systems for project documentation.
\u2022\u00a0\u00a0 \u00a0Ensures confidentiality of sensitive health and community information.
\u2022\u00a0\u00a0 \u00a0Participates in education and training specific to current, relevant federal and provincial health
\u00a0 \u00a0 \u00a0\u00a0and safety legislation, standards, and guidelines.
\u2022\u00a0\u00a0 \u00a0Promotes health, safety, and wellness in the workplace.<\/p>\n
General Support
\u2022\u00a0\u00a0 \u00a0Supports project reporting and evaluation activities by assisting with data collection and
\u00a0 \u00a0 \u00a0\u00a0reporting templates.
\u2022\u00a0\u00a0 \u00a0Performs word processing, proofreading, and distribution of documents.
\u2022\u00a0\u00a0 \u00a0Performs autoclaving, sterilizing, restocking and scheduling
\u2022\u00a0\u00a0 \u00a0Assists with other duties as assigned to ensure successful implementation of the pilot project.<\/p>\n
Qualifications\u00a0
Education<\/p>\n
Diploma in Business Administration or equivalent requiredCompletion of a Medical Terminology course is an asset.
Experience\u00a0\u00a0 \u00a0\u00a0 \u00a0<\/p>\n
Minimum three (3) years of administrative assistant experience required.
Related experience in health care environment preferred.
Job Knowledge\u00a0\u00a0\u00a0 \u00a0\u00a0<\/p>\n
Demonstrated computer proficiency including working knowledge of Microsoft Office (Outlook, Excel, Power Point and Word).
Demonstrated project management skills and experience.\u00a0
Demonstrated outstanding ability to organize, prioritize, multi task and be flexible in order to adapt to stressful and rapidly changing situations.
Demonstrated excellent interpersonal and communication skills (in English both written and verbal), discretion, and good public relations skills.\u00a0
Demonstrated initiative and good judgement in problem-solving and decision-making.
Demonstrated ability to work efficiently, independently and in a teamwork environment.
Demonstrated ability to demonstrate through performance, an acceptable level of ethical conduct and strict confidentiality.
Skills, Traits and Initiative\u00a0\u00a0 \u00a0\u00a0 \u00a0\u00a0<\/p>\n
Excellent communication skills, with the ability to engage effectively with patients, families, clinicians, and community partners.
Ability to foster a collaborative, supportive team environment within a new and evolving model of care.
Strong organizational and problem solving skills, with the ability to manage competing priorities in a mobile clinical setting.
Demonstrated leadership abilities, including decision making, conflict resolution, and professional practice support.
Aligns with and respects the principles of Indigenous Health in Indigenous Hands.
Comfort working in a pilot environment that requires adaptability, innovation, and initiative.
Must be able to meet the physical and emotional responsibilities of the role, including standing and walking for extended periods, frequent and repetitive pushing, pulling, bending, and lifting up to 50 pounds, as well as safely operating equipment.
Effectively prioritizes workload, adapts to changing priorities, and remains composed in fast-paced environments.
Works independently with sound judgment, while remaining flexible to meet regional needs.
Demonstrates understanding of, and commitment to, equity, diversity, inclusion, and psychological safety.
Upholds professionalism, ethical conduct, confidentiality, and respectful interactions.
Demonstrates a commitment to ongoing professional and personal development through continuous learning and reflective practice.
Other\u00a0 \u00a0\u00a0<\/p>\n
Demonstrates a commitment to ongoing professional and personal development through participation in continuing education and self-directed learning opportunities
Team Member & Client Safety
All team members share responsibility for maintaining a safe environment for clients, families, and colleagues. This includes active participation in organizational safety programs, infection prevention practices, and reporting procedures.<\/p>\n
Responsibilities include:\u00a0<\/p>\n
\u2022\u00a0\u00a0 \u00a0Reporting unsafe conditions.
\u2022\u00a0\u00a0 \u00a0Wearing appropriate Personal Protective Equipment (PPE) as required.
\u2022\u00a0\u00a0 \u00a0Assisting in the reporting and investigation of safety-related incidents.
\u2022\u00a0\u00a0 \u00a0Reviewing and following relevant policies and procedures
\u2022\u00a0\u00a0 \u00a0Maintaining patient and Hospital confidentiality at all times
\u2022\u00a0\u00a0 \u00a0Participating in quality improvement and safety initiatives, as required.<\/p>\n
Physical Demands\u00a0
General mobility with combination of sitting, walking, lifting, and standing. May require driving within the region.<\/p>\n
Organization Values
All team members are expected to demonstrate behaviours consistent with the organization\u2019s mission, vision, and values. This includes fostering respectful and positive relationships, contributing to a safe and supportive workplace, and representing the organization with professionalism and compassion in all interactions.<\/p>\n
Engagement
This position requires regular interaction with a variety of individuals both within and outside the organization, supporting collaboration and effective communication.
Internal: Engages with all team members across departments through in-person interactions, phone, and email to support collaboration and ensure the smooth delivery of services.
External: Communicates with community partners, clients, and families as required, using in-person meetings, phone, and email. Interactions are carried out with professionalism, empathy, and respect, in alignment with the organization\u2019s values and commitment to client and family centered care.<\/p>\n
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