Administrative Assistant, Public Health (TFT) (NU 7.24)

Job title: Administrative Assistant, Public Health (TFT) (NU 7.24)

Job description: Scope of position:

To provide confidential administrative assistance and support to the Director of Public Health, Medical Officer of Health and other management staff in Public Health.

Position Description:

• Provide confidential administrative assistance, research and support to the Director, Public Health, Acting Medical Officer of Health, and other members of the management team within the department.
• On a daily basis, provide confidential administrative support services to the Director Public Health and Acting Medical Officer of Health in a timely and accurate manner while maintaining efficient workflow.
• Processing, compiling, documenting and proofing correspondence and other materials or information related to grievances, negotiations, mediation, performance appraisals and other personnel related issues.
• Research and transcribe material of varying length and complexity, some of which is confidential and sensitive from a management perspective, photocopy various documents e.g. budgets, committee agendas, minutes, contracts, general correspondence, liaise with human resources for information with letters of employment, using a variety of computer programs.
• To coordinate information for the Health Unit Department emergency plan.
• Contact candidates and schedule interviews, conduct clerical testing and Microsoft Word and/or Excel assessment when required. Prepare interview packages and participate in interviews when appropriate.
• To use resources efficiently.
• Sorting all Public Health mail and processing as appropriate, purchasing office supplies and services, answering inquiries, and troubleshooting to ensure uninterrupted workflow to staff.
• Maintain and monitor the Public Health Administration operating budget.
• Ordering of supplies for Division needs and process invoices for payment.
• Process invoices accurately using Paramount Workplace or corporate p-card and follow-up by reconciling accounts.
• Provide the division with the required office materials to continue day to day operations.
• Contact outside companies for prices and stay within budget lines.
• Prepare and coordinate meeting logistics and endure that timely processing of information is maintained.
• Coordinating, editing, proofing and distribution of various reports, minutes, and other assigned projects.
• Ensure that information is available as required and compliance with Corporate and department policies/procedures, and applicable Ministry legislative requirements.
• Provide assistance and guidance to Health Unit staff when required.
• Ensure uninterrupted workflow and information is available as required.
• Provide detailed information on accessing internal/external resources.
• Responsible for the collection, maintenance, storage, and retrieval of records and documentation (confidential or otherwise) as per Health Unit records retention schedule.
• Developing a records management system for the Administration, Director Public Health and Public Health/MOH. Maintaining original minutes/agenda binders for Health Unit committees and Advisory Committee.
• Ensuring that records disposal adheres to retention and privacy requirements.
• Responsible for the daily operation of the Public Health Administration Services (i.e. troubleshooting).
• To ensure peak efficiency is maintained and uninterrupted workflow.
• Troubleshooting for fax, phone system, photocopiers, computers, colour printer, and laser printers. Ensure proper support staff coverage. Contact for Information System Services.
• To act as the back up to the Administrative Coordinator, Health and Social Services in all functions, as required
• To act as the Scribe for the Director, Public Health in situations where the Emergency Operations Centre has been activated.
• Contributes to the identification and prioritization of areas for improvement
• Optimize performance of the team, considering the six dimensions of quality (safe, effective, efficient, timely, person-centred and equitable).
• Engaging with colleagues in a systematic approach to quality improvement, including the definition of the purpose and scope; development, testing and implementation of change ideas; and measurement of reach and impact.
• Other duties as assigned

Requirements

Knowledge and Experience:

• Post-secondary diploma in office or business administration or related field
• Three (3) years relevant work experience, public sector or public health is preferred.
• Working knowledge and experience in administrative support.

Skills and Abilities:

• Proven time management, organizational and interpersonal skills.
• Working knowledge of how Municipal Government is structured.
• Comprehensive knowledge of how Public Health is structured and how it operates.
• Sound knowledge and understanding of corporate policies and procedures and general knowledge of relative Provincial, Municipal legislation, policies and procedures
• Excellent clear communication skills (oral and written).
• Proven interpersonal and leadership skills, specifically: tact, discretion and diplomacy when addressing routine and sensitive matters.
• Ability to prioritize and work independently; to meet deadlines in an environment of constantly shifting priorities, interruptions and need for diplomacy.
• Ability to assemble and present information in a professional manner.
• High degree of integrity due to exposure to confidential and/or politically sensitive information.
• Valid Ontario driver’s license and access to a reliable vehicle
• Computer expertise in corporate standard software (Microsoft Office) and department specific software to data search and entry and to create and modify word processed documents
• Must be aware of safe work practices as they relate to job responsibilities and work environment, and have the basic understanding of the Occupational Health and Safety Act

Benefits

Posting #: NU 7.24

Title: Administrative Assistant, Public Health

Status: Temporary Full Time (date of hire to approximately September 20, 2024)

Employee Group: Non-Union

Salary: $53,597 – $66,996 per annum

Division: Office of the Chief Administrative Officer

Department: Public Health

Reports To: Director, Public Health

Location: Gilberston Administration Building, Simcoe ON

Posting Period: February 13, 2024 – February 23, 2024

How to Apply:

Follow the link below for the application process:

· Ensure the file extension for your resume document is .doc, .docx or .pdf

· If you are electing to include a cover letter, the cover letter and resume must be uploaded as 1 file.

Find out more information about Norfolk County here:

The Corporation of Norfolk County is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance.

Successful applicants are required to provide the Employer with a current Criminal Reference Check.

Thank you for your interest in this position. Only those to be interviewed will be contacted.

Click Here to Apply

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