Admin Assistant - Psychology and Social Work

Dedicated exclusively to children and their families, The Hospital for Sick Children (SickKids) is one of the largest and most respected paediatric healthcare centres in the world. As innovators in child health, we lead and partner to improve the health of children through the integration of healthcare, leading-edge research and education. Our reputation would not have been built – nor could it be maintained – without the skills, knowledge and experience of the extraordinary people who come to work here every day. SickKids is committed to ongoing learning and development, and features a caring and supportive work environment that combines exceptionally high standards of practice.

When you join SickKids, you become part of our community. We share a commitment and determination to fulfill our vision of Healthier Children. A Better World.

Don’t miss out on the opportunity to work alongside the world’s best in paediatric healthcare.

SickKids serves a diverse population of patients and families dealing with acute, complex, and specialized physical and mental health disorders. A substantial increase in volumes of patients presenting with mental health issues have been and are continuing to be observed across inpatient, outpatient, and emergency mental health services since 2015. In response to this growing need, SickKids is embarking on an ambitious and exciting plan to develop and expand our mental health services, where there will be significant impact on the Departments of Social Work and Psychology. Reporting to the Operations Manager, Collaborative Professional Practice, the Administrative Coordinator will play an important role in supporting the infrastructure and implementation of this new growth in staffing and operations.

The Administrative Assistant will provide direct administrative support to the Operations Manager, Collaborative Professional Practice, Director of Collaborative Professional Practice, and Clinical Manager of Social Work within the Departments of Psychology and Social Work. This position will provide human resources, scheduling, financial and accounting related duties.

Here's What You'll Get To Do:

• With leadership's guidance, complete Human Resources activities s such as completing reference checks, preparing offers, assisting with onboarding and orientation, etc.
• Liaise with the Foundation in managing and disbursing funds to finance projects, programs, and initiatives.
• Responsible for basic financial tasks such as billing and transfer of Foundation funds.
• Process and monitor multiple cost center expenses, and complete financial recoveries through other departments on a quarterly basis.
• Develop and coordinate systems such as billing, supplies inventory, ordering, and communication.
• Assist the operations manager to follow-up on and resolve financial discrepancies as needed and liaise with appropriate personnel to follow-up on financial matters.
• Liaise with Clinical Research Project Coordinators to complete financial recoveries from research-based departmental cost centers.
• Liaise with Human Resources, Occupational Health, and Finance as required in the administrative lifecycle of employees.
• Procure office supplies, equipment and furniture and ensure supplies are accessible to departmental staff.
• Calendar management.
• Submitting and maintaining claim forms related to POGO (Pediatric Oncology Group of Ontario).
• Handle incoming inquiries; prepare reports and presentation material including slides, word processing and spreadsheets as needed.
• Arrange meeting rooms, meals, audiovisual and equipment services for meetings/events as needed.
• Prepare and distribute agendas and minutes for meetings. Follow-up and/or implement items resulting from minutes.
• Generate purchase orders and cheque requisitions, and work through procurement processes as needed.

Here's What You'll Need:

• Business or administrative degree/post-diploma program.
• Minimum of 3 years of administrative experience either in a hospital or university setting.
• Proficient with PC computers and the Microsoft Office suite of applications (Outlook, Microsoft Word, Teams, Excel, PowerPoint, PowerBI Applications).
• Team player with excellent interpersonal and communication skills.
• Demonstrated high level of judgment, tact and diplomacy in interacting with a wide range of hospital staff and disciplines.
• Ability to handle a fast-paced, busy work environment with competing priorities.
• Exceptional organizational skills and ability to manage activities both for yourself and for others effectively.

• This position is eligible for employee benefits coverage; including but not limited to, health, dental, insurance and pension. The full benefits offered will be discussed at the time of position offer.
• A focus on employee wellness with our new Staff Health and Well-being Strategy. Self care helps us support others.

• A hospital that welcomes and focuses on Equity, Diversity, and Inclusion.
• The opportunity to make an impact. Regardless of your role or professional interest, you will be making a difference at SickKids and contributing to our vision of Healthier Children. A Better World.

Employment type: Temporary, Full-Time (1 Year) with modified benefits (health and dental).

The children and families we care for are from a variety of communities, and so are our employees. We welcome and encourage everyone to join our organization and be part of our team.

When requested, SickKids will provide access and inclusion supports to eligible candidates to support their full engagement during the interview and assessment process. Information received related to access or inclusion will be addressed confidentially.

Thank you for your interest in joining SickKids. Only those applicants selected for an interview will be contacted. In accordance with our Hospital policy, employment at SickKids is conditional upon the Hospital’s receipt of all necessary documentation.

FOR EXTERNAL APPLICANTS ONLY: As a health care institution, our highest priority is the safety of patients, families and staff. As a result, we are adopting all prevention measures to ensure the safety of our patients, families and our staff. Therefore, any offer of employment is conditional upon you submitting proof that you have been fully vaccinated with a Health Canada or World Health Organization (WHO) approved COVID-19 vaccination as soon as possible and no later than fourteen (14) calendar days prior to the effective start date, in addition to satisfying any other condition(s) that may be set out in an offer. If a candidate fails to satisfy this condition (or any other condition(s) set out in an offer), any offer of employment shall be immediately rescinded.

How to Apply

Tip: Combine your cover letter and resume into ONE document of 20 pages or less as you cannot upload multiple documents as part of your application.

If you are still experiencing technical difficulties please email ask.hr@sickkids.ca to send us a short description of the issues you are experiencing. Please note that we will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance.