Purchasing Secretary
HUMBER RIVER HOSPITAL
Toronto, Ontario, CA
5d ago

Position Profile

Humber River Hospital is committed to revolutionizing patient care for our diverse community. We are looking for exceptional individuals to join our great team : people who share our passion to deliver excellent, patient-

focused, expert care. The Hospital is formally affiliated with both the University of Toronto and Queen’s University.

We currently have an exciting opportunity for a Purchasing Secretary to join our Purchasing and Logistics team.

Reporting Relationship : Director, Purchasing and Logistics

Hours of work : 8 or 12 hour shifts days and weekends

Responsibilities

Provides general clerical support to Procurement, Logistics, and Mail Room Department including :

  • Office, email and telephone reception
  • Greets Visitors and Vendors to provide access to the secured Procurement department, as required.
  • Prepares log-in sheets for Visitors and Vendors attending business and / or meetings at the Hospital.
  • Orders general office supplies for Procurement, Logistics and Mail Room, with approvals from the Director of Procurement, Logistics and Mail Room.
  • Maintains an accurate, organized filing system, cross-referencing material as required for all Procurement documentations including confidential documents.
  • Reviews the Master Contracts List on a monthly basis based on Contract Review Dates and pull the contract files for the Contract Team to review and process.
  • Prepares outgoing courier packages with Couriers and receives incoming courier packages for the Procurement Department.
  • Receives procurement tender packages submissions for Request for Proposals from Vendors and stamp with date and time of receipt to confirm acknowledgement
  • Assists in preparing Equipment Asset Tags and form for Logistics Staff to pick up for receiving of equipment deliveries, scans and files the completed Asset Tag forms for documentation.
  • Process business cards orders for Departments and sets up new account for departments to order online for office supplies and printing with third party Vendors.
  • Process rentals for beds based on approved purchase requisitions from departments.
  • Process and coordinates interpreter services based on per purchase requisitions from Departments, ensuring compliance, accuracy and timeliness.
  • Completes month end closing of the Meditech Materials Management and Accounts Payable system on the first of each month and notifies Accounts Payable and Procurement teams.
  • Reconciles monthly statement with supporting documentation for all credit card purchases and forwards to Accounts Payables department.
  • Files monthly report of mail usage volumes and communicates monthly statistics to Account Payables department
  • Provides general clerical support to the Director of Procurement, Logistics and Mail Room - including :

  • Schedules meetings as per requests by Director, Procurement, Logistics and Mail Room.
  • Prepares and distributes meeting Agendas and Minutes for Department Staff meetings, Product Review and Standardization Committee Meetings or other meetings as requested by Director of Procurement, Logistics and Mail Room.
  • Prepares correspondences as per requests by Director of Procurement, Logistics and Mail Room.
  • Provides other duties as assigned.
  • Process and Reconcile Invoices

  • Service repairs of equipment or medical devices, obtaining quotations for repairs
  • Coordinates all returns for the department by contacting the appropriate courier / shipper, ensuring compliance, accuracy and timeliness.
  • Expedites inventory orders as required.
  • Distributes all purchase orders, reports and returns completed purchases requisitions to appropriate department.
  • Qualifications :

  • High School Graduate
  • At least 3 years of recent related office administrative support or clerical experience
  • MS Office (Outlook, Word, Excel, PowerPoint, etc.)
  • Compassionate, professional, and respectful
  • Excellent organizational and time management skills with the ability to meet timelines given multiple projects and fast pace environment
  • Excellent interpersonal skills with the ability to communicate effectively
  • Ability to work in all areas of the department
  • Meditech and SharePoint, preferred
  • Medical terminology preferred
  • Diploma in Office Administration preferred
  • Office administrative support experience in a computerized healthcare setting preferred
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