Secretary, Administrative

The Baycrest Day Care Centre

has an exciting opportunity for a

ADMINISTATIVE SECRETARY

The Samuel Lunenfeld Mountainview Club

Posting Number: 10121

Position Type: Temporary FT (Up to 10 weeks)

Shift Type: Day shift, No weekends (subject to change)

Bi-Weekly Hours: 70 Hours, 7 hrs/shift

Union: Non-Union

Date Posted: October 7, 2026

Internal Closing Date: October 14, 2026

About Us

The Baycrest Adult Day Program (ADP) operates out of The Baycrest Day Care Centre and provides service to older adults who live in the community. The ADP is comprised of two programs separated both by client demographics and also by physical location. The ADP offers virtual programming as well.

The Samuel Lunenfeld Mountainview Club is located in the Kimel Family building and provides a secure environment for seniors with moderate to more advanced dementia.

The Freeman Family Day Centre is located in the Terraces building and provides service to older adults who are well, may be living with physical frailties, complex medical conditions, and/or mild cognitive impairment.

Both programs offer a full Kosher lunch and health services including personal and psychosocial support.

Job Summary

The Administrative Secretary supports assigned departmental personnel by performing administrative and secretarial services, including, but not limited to: providing accurate word-processing support by composing and/or editing a variety of documents; providing reception services; developing, organizing and maintaining electronic and paper filing systems that permit easy reference and rapid retrieval of information and records; performing functions that support effective and efficient departmental operations; scheduling meetings and calendars on behalf of assigned departmental personnel.

Responsibilities include but are not limited to:

• Provide accurate word-processing support by composing and/or editing a variety of documents, including highly sensitive, confidential correspondence, memoranda, contracts, proposals, presentations, etc.
• Drafting, editing and distributing correspondence (i.e. minutes, agendas, letters, memos, announcements, presentations, reports, letters of offer, letters of appointment/reappointment)
• Schedules meetings, including: using Outlook Calendar to determine availability of internal attendees, coordinating logistics (room, catering, audio-visual equipment, etc.), preparing and distributing agendas/materials/documents.
• Collaborates with others, as necessary, to ensure action items are completed in a timely manner.
• Develops and maintains highly-organized electronic and paper filing systems that permit easy reference and rapid retrieval of information and records
• Collects data for analysis; drafts and produces reports of the results.
• Coordinates and provides administrative support to committees, task forces, etc. on behalf of the Clinical Manager
• Collects data for analysis; drafts and produces reports of the results.
• Coordinates travel arrangements for assigned departmental personnel, including flights, hotel and car reservations; prepares an itinerary of travel plans.
• Reviews cost centre reports for charges and reports errors/omissions identified to Financial Services; follows up to resolve outstanding issues.
• Submits eECFs to Human Resources, as required; follows up on issues.
• Maintains payroll, ensures accuracy and coordinates ADP staffing coverage as needed.
• Ensures payroll timesheets, as assigned, are accurately completed and submitted in a timely manner.
• Ensures that client attendance is tracked and entered correctly in the Electronic Health Record.
• Organizes, manages and orders office supplies.
• Other duties as assigned.
  
  

Qualifications

• Grade 12 education combined with 2 years community college (e.g. Centennial College – Office Administration – General) secretarial and or equivalent/relevant work-related experience.
• Excellent keyboarding skills of 40 wpm, computer skills, including Outlook, MS Word, Excel, PowerPoint, Sharepoint and the Electronic Health Record is required
• Demonstrated initiative and sound judgment in problem solving and decision making.
• Previous healthcare experience preferred and/or a definite asset.
• Previous training and working knowledge of medical terminology is a definite asset.
• Superior interpersonal and communication skills both oral and written, combined with customer service approach, and the ability to handle requests in a professional, diplomatic and tactful manner.
• Ability to work effectively with a range of stakeholders.
• Ability to manage multiple competing priorities.
• High Accuracy and attention to detail when performing a variety of tasks and the ability to adapt quickly to new situations and challenges.
• Ability to thrive in a fast-paced, client-focused environment.
  
  

Compensation

At Baycrest, we take pride in ensuring our compensation structure is internally equitable and compliant with pay equity legislation. We believe compensation should be transparent, equitable, and reflective of your experience and growth. Our salary ranges are structured to support progression, from learning the role to demonstrating full proficiency.

The salary range for this position is $59,116 to $73,895 per year.

Your placement within the target hiring range will depend on your job-related knowledge, skills, abilities, and relevant education and experience, as well as considerations such as market conditions and internal equity. The starting salary will be determined using these factors to ensure fairness and consistency across the organization.