Administrative Assistant/Scheduler

Position Type:
Temporary - Temporaire
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Closing Date:
2026-02-06
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Medavie Health Services is a national leader in primary health care solutions and the largest contracted provider of emergency management services in Canada. Together with Medavie Blue Cross, we are part of Medavie, a health solutions partner committed to improving the wellbeing of Canadians.

With a growing network of 5,400 health care professionals in six provinces, Medavie Health Services has a long history of operating ground and air ambulance services, medical communications, Mobile Integrated Health/Community Paramedicine programs, 911 Public Safety, 811 Telehealth, home health care, as well as clinical training.

We are proud to invest in communities to help address some of Canada's most pressing physical and mental health care challenges.

As an employee of Medavie Health Services we are accountable to our patients and coworkers by participating in and supporting all safety related initiatives, as well as acting in a manner that fosters a culture that focuses on patient safety and a safe and respectful workplace.

Medavie Health Services Ontario is the subsidiary of Medavie Health Services responsible for the optimal operation and management of Chatham-Kent EMS, an integrated, pre-hospital care organization. People are the biggest drivers of our success, and we are excited to continue to build a healthier community together . As the land ambulance service provider for Chatham-Kent EMS, we're looking for an Administrative Assistant/Scheduler who is committed to the delivery of innovative health care, safety and communications solutions through knowledgeable and caring professionals. Our belief is in a better life for the communities we serve.

Medavie Health Services is part of Medavie, a health services organization. Together with Medavie Blue Cross, we are committed to providing innovative solutions that will improve the health of all Canadians.

As a not-for-profit organization, Medavie is proud to commit an annual social dividend to the Medavie Health Foundation to support programs and initiatives aimed at addressing some of our country's most pressing physical and mental health coverage.

This is a Temporary Full-time Position with the possibility of turning into a Permanent Full Time Position

Located in Chatham, Ontario, the incumbent will be responsible to provide effective and efficient administrative support function to the management team. Reporting to the General Manager, you will maintain records as required to ensure compliancy with the Ambulance Act. You will be responsible to prepare scheduling for all paramedic employees in the Company's time and attendance management system including applying and making approved changes to the staff schedules in accordance with applicable collective agreements and legislation. You will be the first point of contact for all scheduling related issues.

The position entails, but is not limited to the following:

• maintains regular and confidential internal/external communications within the department, with other corporate departments and corresponds with external stakeholders to clarify issues;
• provides administrative support to management and staff for the department's operations and quality assurance, training, financial, human resources and IT;
• type memos, confidential reports, agendas and general correspondence on behalf of the General Manager or other team members within the department;
• proofread transcribed correspondence for grammatical accuracy, sentence structure and content;
• assist in the development of presentation materials using desktop technology;
• organize and coordinates travel arrangements, meeting facilities and compiles monthly expense claim forms;
• reconcile Visa reports, as required;
• order and maintain stationery, office supplies, etc., following approved purchasing guidelines;
• receive and prioritize incoming phone messages, e-mails, faxes, mail, couriers etc.;
• maintain the regional filing system and keeps an accurate record of correspondence and reports;
• greet customers and stakeholders as they arrive at the office.
• provide ongoing scheduling support and software orientation to management and staff;
• perform daily audits of the roster for accuracy of staffing, hours, codes etc. and makes corrections as needed;
• review and/or audit employee meals, shift overruns, block balancing and bank balances as required;
• Ensure timely submission of district payroll
• adhere to the scheduling rules to fill shifts as required for staffing of short notice leaves, vacations, sick calls and special events;
• tracking absenteeism and sick time for the Company;
• assist with yearly vacation tracking; and
• other duties as assigned.

As the ideal candidate for this role, you:

• post-secondary education in office administration or equivalent combination of experience and education;
• minimum three years related experience working in an office environment, preferably with experience in the health care industry.
• prior experience with union scheduling;
• strong computer skills using a variety of Microsoft Office software products as well as the Internet and CAD/scheduling/payroll software;
• well organized with the ability to prioritize workload in a fast-paced environment;
• self-motivated team player and able to work independently;
• excellent typing and proof-reading skills with high attention to detail;
• excellent communication skills both oral and written;
• comfortable working to a schedule with demanding turn-around times; and
• above average customer service focused.

Note: This is not a remote position

Salary:

$49,000 - $62, 000 annually

We would like to thank all candidates for expressing interest. Please note only those selected for interviews will be contacted.

The Base Pay range may vary depending on the successful candidate or other relevant job-related factors such as knowledge, skills, qualifications, experience and education/training. In addition to Base Pay, eligible Medavie employees may participate in various performance-based incentive programs. Payments under these programs are discretionary and subject to both individual and organizational results.

Our recruitment process may involve automated tools, including AI, to assist in screening applications.

We would like to thank all candidates for expressing interest. Please note only those selected for interviews will be contacted.
Medavie Health Services is committed to the principle of equal opportunity in its employment practices and to providing an environment free from discrimination and harassment for all employees.

We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Medavie Health Services will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform Medavie Health Services Human Resources staff of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation. All personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act.