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Administrative Assistant, Pharmacy Services – Full Time – Markham Site

Markham Stouffville Hospital

This is a Contract position in Markham, ON posted May 20, 2023.

Land Acknowledgement:

Oak Valley Health honours the traditional territory of the closest Indigenous communities, the Chippewas (chi-puh-waas) of Georgina Island and the Mississaugas of Scugog Island. The Haudenosaunee (Ho-de-no-shau-nee) and Anishinaabe (Ah-nish-in-ah-beh) have lived, worked and existed on this land from time immemorial. This land is covered by Treaty 13 signed with the Mississaugas of the Credit, and the Williams Treaty signed with many Mississauga and Chippewa bands.


Forbes Canada Honouree

We are honoured to be recognized as one of Forbes Canada’s Best Employers for Diversity 2022. We ranked within the top 150 organizations across the country. Learn more about our commitment to EDI.


Who you are:

  • You encompass Oak Valley Health’s core values and live the words of Respect, Trust, Commitment, Compassion and Courage
  • You are a patient and/or client centered individual who performs at an exemplary standard
  • You are a team player with excellent communication, critical thinking and prioritization skills


What we are looking for:

 We are looking for a highly motivated, well-organized individual who is able to work independently and effectively in a fast paced environment to provide administrative support to the Director, Pharmacy Services and the clinical team. You have demonstrated initiative in your past positions with proven interpersonal and collaborative skills. Experience working in a fast paced environment with demands on flexibility, initiative and professionalism will be essential.


Responsibilities will include:

  • Coordinating and supporting multiple meetings: Preparing meeting materials (preparing agendas, preparing meeting packages, recording and completing minutes) while coordinating all logistics
  • Drafting and composing various correspondence, reports, presentations and proposals on behalf of a Director/Leadership team and committees as required
  • Managing the schedule of the Patient Care Director including foreseeing conflicts, conference application/registration, and preparing expenditure reports
  • Scheduling educational sessions for team and pharmaceutical representative meetings for the director
  • Scheduling all corporate and operations meetings and agendas for team
  • Collect and collate month end metrics for various departmental deliverables and work with leadership team to deliver to appropriate clinical areas and committees.
  • Managing the calendars of Patient Care Manager
  • Maintaining system policy manuals including tracking approvals and distribution; key system user of program specific software
  • Supporting the onboarding of new staff including coop students and volunteers in the department. Set up for all new pharmacy staff with IT access. Support payroll and scheduling activities for the department
  • General administrative duties including photocopying, filing and processing of incoming and outgoing mail; managing office supplies
  • Create purchase orders for new equipment, preventive maintenance schedules, manage billing and contract renewals yearly. Liaising with Plexxus to ensure timely payments
  • Processing, managing and follow-up of plexus requisitions including cheque requisitions, purchasing requisitions and employee reimbursements.
  • Collecting and  preparing workload stats for finance monthly. 
  • Providing other support as required



What you bring to the role:

  • Completion of Community College Secretarial Diploma or equivalent experience in administrative assistant role required
  • Minimum of 5 years of recent experience in an administrative assistant role, preferably in a Pharmacy or healthcare setting
  • Proficient computer skills, using MS Office (Word, Excel, PowerPoint, Visio, Publisher); working knowledge of Meditech an asset
  • Must demonstrate high initiative and efficiency with attention to detail
  • Well developed customer service focus with the demonstrated ability to work collaboratively within the team
  • Excellent communication skills (both verbal and written) and the ability to demonstrate good public relations with staff and external partners
  • Demonstrated commitment to a patient/family centred care environment
  • Demonstrated excellent critical thinking and problem solving skills and well developed organization, communication, interpersonal and teaching skills
  • Evidence of ongoing professional development, continuing education and leadership experience
  • Demonstrated good attendance and performance record with the ability to maintain this same standard
  • Demonstrated commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with hospital related policies, Standards of Care, health and safety legislation, best practice, and completing relevant mandatory education as required


Work Schedule

Primarily days, Monday to Friday, 8 hour shifts. Please note schedules may change based on operational needs



Band R:
$28.30 – $33.80 per hour
$55,185 – $65,910 per year


Who we are:

Oak Valley Health is one of Ontario’s leading community healthcare organizations.  Across our two sites (Markham and Uxbridge) and Reactivation Care Centre (RCC), we provide high quality, patient-centred care to more than 435,000 patients each year. We offer diagnostic and emergency services and deliver clinical programs in acute care medicine and surgery, addictions and mental health, and childbirth and children’s services. We are also proud to be part of the Eastern York Region North Durham Ontario Health Team (OHT).


Our 526 physicians, 28 midwives, over 3,000 staff and 1,000 volunteers serve patients and families with an honoured to care mindset and are focused on delivering an extraordinary patient experience to the residents of Markham, Whitchurch-Stouffville, Uxbridge and beyond. We are dedicated to providing access to the right care, at the right time, in the right place by the right people and at the right cost. Are you ready to join us?


COVID Statement

As a result of the COVID-19 pandemic and the need to strengthen and promote health protection to patients, staff and members of the public attending in the hospital, prior to the first day of employment with the Hospital, all successful candidates are required to provide proof of COVID-19 vaccination (full vaccination is required). In order to provide you with fair & equitable accommodation, you must submit supporting medical exemption documentation or an affidavit detailing why your religion prohibits you from receiving the COVID-19 vaccine.


 Oak Valley Health Diversity Statement 

Oak Valley Health takes pride in serving some of Canada’s most diverse communities. We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly.  All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, nation of origin, genetics, disability, age, veteran status, marital or family status, belief system, or other factors related to one’s personal identity and/or values. Furthermore, Oak Valley Health is committed to meeting the needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the recruitment and selection process, please contact Human Resources.