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SJ
Registered Practical Nurse, Palliative Care
St. Joseph's Health Care London
London, ON
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SJ
Administrative Assistant, HMMS
St. Joseph's Health Care London
London, ON
- Full-time
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St. Joseph's Health Care London

Administrative Assistant, HMMS

London, ON, Canada

Salary Range: $32.45 - $38.19 /hour · Full-time

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Job details

Pay: Salary Range: $32.45 - $38.19 /hour
Job type: Full-time
Apply by: Nov 29, 2026
Experience: Minimum 3 years’ experience
Posting language: English
Posted: Oct 30, 2026

Original job description

HMMS

Healthcare Materials Management - London, ON

Temporary Full Time

Salary Range: $32.45 - $38.19 /hour

Temporary assignment anticipated to extend to December 31, 2027, subject to the availability of work

HMMS has been operating since 1997 providing consolidated functions of Sourcing, Contract Management, Purchasing, Accounts Payable, Logistics, Supply Chain Systems and Inventory Management for the London Hospitals and numerous healthcare organizations throughout Southwestern Ontario.

As a full-service supply chain organization, HMMS interacts with thousands of suppliers to provide an item catalogue of over 90,000 active items; notably ~5,000 that are stocked in our warehouse. Learn more about HMMS through this short online video. https://www.youtube.com/watch?app=desktop&v=uhi8PSwKTOI

Reporting to the HMMS Manager, People & Culture, this role will support HMMS’ General Manager, Directors and Non-Union Department Managers in all administrative and scheduling accountabilities. The ideal candidate is a motivated person who is willing to take on initiatives and follow them through to completion. The role requires the incumbent to be a self-starter who can work both individually and as a team.

This role acts as the lead administrative support for various HMMS? Committees, both internal and external, as meeting organizer, minute-taker and assembly of meeting packages. This role is also responsible for the time-coding, attendance management tracking and vacation planning for the non-union staff and the backup for scheduling, time coding and vacation planning for the union staff. Other duties and responsibilities include calendar management and organizing, committee support, Key Measurable Indicator (KPI) tracking, file retention, staff communications, booking meetings, event organizing and all other administrative tasks as required.

Reporting to the People & Culture Manager, this role will be heavily involved in the recruiting and training processes for HMMS. The incumbent will assist with screening and scheduling candidates for interviews, creating interview packages, participating in interviews, and conducting the onboarding process once the candidate has been hired.

Given the level of supply chain activity with leaders across all of the health care organizations receiving services from HMMS, this role assists HMMS with managing all milestones and deadlines for all of the stakeholders and will also be involved in unique strategic-level projects.

Essential Qualifications

College diploma in Administrative, Business or Human Resources studies required
Minimum 3 years’ experience
Excellent communication skills, both verbal and written, including excellent grammar, spelling, proofreading and composition skills
Strong attention to detail and accuracy
Excellent organizational skills to establish priorities and manage conflicting appointments, deadlines and responsibilities from various stakeholders in a high demand work environment
Ability to investigate and resolve problems, dealing with multiple levels of internal staff and external stakeholders in a professional manner
Ability to work independently and as a member of a team
Demonstrated ability to recognize and deal with confidential and sensitive issues in a professional manner
Proficient in electronic file management
Intermediate computer skills, particularly MS Office Suite including PowerPoint, Word and Excel
Experience taking accurate minutes at meetings and ensuring follow-up items are completed
Experience working with Workbrain (preferred)
Knowledge/awareness of accounting principles, and/or experience working with financial statements in an administrative role (preferred)
Knowledge of a Safety Culture in a Health Care setting in compliance with the Occupational Health & Safety Act (OHSA)

Immunization Requirements

Provide vaccination records or proof of immunity against measles, mumps rubella, varicella (chicken pox), Hepatitis B, COVID-19 and influenza.
Provide documentation of the Tuberculosis skin testing

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More about this job

Responsibilities

Provide administrative and scheduling support to HMMS leadership and managers, including calendar management, committee coordination, meeting minutes, time coding, attendance tracking, vacation planning, and KPI tracking. Support recruitment and onboarding, coordinate stakeholder milestones and deadlines, and contribute to strategic projects.

Requirements

A college diploma in Administrative, Business, or Human Resources studies and at least three years of experience are required. Candidates should have strong communication, organization, accuracy, confidentiality, computer, and meeting-minutes skills; Workbrain experience and accounting knowledge are preferred.

Skills

Administrative Support
Calendar Management
Scheduling
Meeting Coordination
Minute-Taking
Recruitment Support
Onboarding
Time Coding
Attendance Management
Vacation Planning
File Management
Microsoft Office
PowerPoint
Word
Excel
Confidentiality

Visa sponsorship

Not detected in the job text

Keywords

HMMS
Healthcare Materials Management
Supply Chain
Sourcing
Contract Management
Purchasing
Accounts Payable
Logistics
Inventory Management
Administrative Support
People and Culture
Calendar Management
Committee Support
Meeting Minutes
Recruitment
Candidate Screening
Interview Scheduling
Onboarding
Time Coding
Attendance Management
Vacation Planning
KPI Tracking
File Retention
Microsoft Office
PowerPoint
Word
Excel
Workbrain
Financial Statements
Occupational Health and Safety Act

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