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C
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Halton Healthcare

Administrative Assistant - Pharmacy

3001 Hospital Gate, Oakville, ON, L6M 0L8, Canada

Salary: $31.147 to $38.907 per hour · Full-time

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Job details

Pay: Salary: $31.147 to $38.907 per hour
Job type: Full-time
Apply by: Nov 17, 2026
Posting language: English
Posted: Nov 10, 2026

Original job description

Company Description

Halton Healthcare is a leading Ontario hospital system serving the communities of Oakville, Milton, and Halton Hills through Oakville Trafalgar Memorial Hospital, Milton District Hospital, and Georgetown Hospital. With a shared purpose “To Care,” Halton Healthcare is committed to delivering exemplary patient experiences, always, through compassionate, high‑quality, and integrated care. The organization is recognized for its strong focus on patient safety, innovation, and continuous improvement, and fosters a collaborative and inclusive workplace where people are supported to make a meaningful impact.

Job Description

This position will provide administrative support to the Pharmacy Director, managers and staff. Support to clinical staff submitting documentation to the Pharmacy & Therapeutics Committee and the Medication Safety Committee is also required. Work with the Finance Department for departmental month-end reports and Special Drugs Program billings to the Ministry of Health are also part of the position.

Provide administrative support to the clinical program including the Pharmacy Director, leadership team, and department staff
Arrange meetings and presentations, attend meetings and take minutes
Interact with calendars, coordinate meetings and room bookings
Ensure required meeting materials are prepared
Assist with preparation of reports, presentations and correspondence utilizing computer skills and programs
Pharmacy reception duties as required, including: responding to in person, telephone and e-mail inquiries
Oversee secure Pharmacy Department required documentation electronic and paper storage
Departmental, multi-site, payroll entry
Maintaining purchase order documentation to ensure timely billing and reconciliation
Act as a liaison on behalf of the department with internal and external customers
Promote effective communication with internal and external customers
Other supportive duties as assigned
Maintain a high level of professionalism

Qualifications

Halton Healthcare is seeking individuals who are competent in their chosen profession; patient/customer focused; team players; effective communicators; caring and respectful and are fiscally responsible.

Office administration diploma form a recognized College required
3+ years previous experience working within an administrative support function preferred
Medical terminology certificate or equivalent experience preferred
Previous experience working in an acute care hospital setting preferred
Demonstrated success in a hospital or similar service oriented environment required
Demonstrated ability to multi-task with a proven ability to meet tight deadlines in a fast-paced environment
Superior communication, problem solving and interpersonal skills
Demonstrates tact, diplomacy and ensures confidentiality is maintained
Excellent verbal and written communication skills
Must be self-directed and able to work with minimal supervision
Advanced skills in Microsoft Office applications including Outlook, Word, Excel, OneDrive, PowerPoint, Project, Visio, SharePoint and Teams required in addition to other applications e.g. Zoom, Adobe, etc…
Experience taking minutes of meetings and agenda preparation required
Experience with electronic documentation record keeping
Experience with Meditech Expanse Payroll module is an asset
Understanding and commitment to hospital mission and values
Able to meet the physical demands of the position which requires frequent sitting, standing, bending and reaching
Demonstrated commitment to ongoing learning and able to learn new tasks quickly
Satisfactory employment and attendance record

Additional Information

REVISED AND REPOSTED

Hours: Monday to Friday, 7.5 hour day shifts; (Hours are subject to change based on operational needs)

Salary: $31.147 to $38.907 per hour

Date Posted: November 10, 2026

Internal application deadline: November 17, 2026

REF4377Q

Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting.

Please note that while this job is posted on Halton Healthcare's career page, it may also appear on third-party job boards. These external platforms may use automated tools, including artificial intelligence, for candidate screening and matching. We do not control or influence these processes. To ensure your application is reviewed by our team, we recommend applying directly through our Halton Healthcare careers site.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providing accommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

The Ontario Public Hospitals Act mandates that hospitals establish health surveillance programs for all individuals working within the hospital. This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

FTE: 1.0 FTE

Union Status: NON UNION

Shift Schedule (Hours are subject to change based on operational needs): Mon-Fri – 7.5 hour day shifts

Employment Status: Permanent Full-time

Department: OT Pharmacy Admin

Site Location: Oakville

Apply on jobs.smartrecruiters.com About employer

More about this job

Responsibilities

This position provides comprehensive administrative support to the Pharmacy Director, leadership team, and clinical staff, including meeting coordination and report preparation. The role also involves managing departmental documentation, payroll entry, and acting as a liaison for internal and external customers.

Requirements

Candidates must hold an office administration diploma from a recognized college and possess advanced skills in Microsoft Office applications. Previous experience in an administrative support function, preferably within an acute care hospital setting, is highly desired.

Skills

Administrative support
Medical terminology
Meeting minutes
Calendar management
Payroll entry
Purchase order reconciliation
Microsoft Office
Outlook
Word
Excel
SharePoint
Teams
Meditech Expanse
Communication
Problem solving
Confidentiality

Benefits

Health surveillance programs
Immunization support

Visa sponsorship

Not detected in the job text

Keywords

Administrative Assistant
Pharmacy
Hospital
Acute Care
Medical Terminology
Payroll
Purchase Orders
Billing
Meditech Expanse
Microsoft Office
Outlook
Word
Excel
OneDrive
PowerPoint
Project
Visio
SharePoint
Teams
Zoom
Adobe
Meeting Minutes
Documentation
Record Keeping
Clinical Support
Finance
Communication
Confidentiality
Patient Focused
Team Player

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