Description:
This challenging, fast paced position will report directly to the Associate Medical Officers of Health (AMOH). You will provide confidential administrative support services and interact with a dynamic department management and administrative team to ensure a coordinated and cohesive approach to administrative matters.
What You Will Do In This Role
- Prioritize, organize and schedule appointments, meetings, deadlines, etc.
- Controlling the information and document flow to and from the AMOH office, ensuring the appropriate handling of mail, requests, reports and documents
- Manage routine correspondence and requests with a commitment to high standards of service
- Organize and maintain appropriate reports, files, systems and documentation and actively managing a follow-up system to ensure work proceeds in a smooth fashion
- Prepare agendas and taking actions/decisions of meetings
- Preparing documents including the formatting and distribution of Health Professional Updates, Council Reports and IPHIS Reports
- Using internet databases and other sources to research on various health topics
- Book conferences and travel arrangements
- Coordinate medical resident and medical student placements
- Provide coverage for other Administrative Assistants and manage other duties in the Office of the Medical Officer of Health as needed
- Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias
What The Role Requires
- Post secondary administrative studies program or comparable program plus a minimum of three years relevant experience or an equivalent combination of experience and education
- Exceptional customer service experience and ability to interact with internal and external clients at all levels
- Demonstrated strong self-motivation and self-direction within a collaborative team environment
- Knowledge of the Health Department’s structure, programs and services would be an asset
Skills/Abilities
- Excellent interpersonal and communication skills to deal effectively and discretely with internal and external contacts in a highly confidential manner
- Proven ability to proactively manage multiple tasks and competing demands in a fast paced environment
- Ability to effectively manage time
- Advanced computer skills: MS Outlook, MS Word, PowerPoint, and Excel
Nice To Haves
- Experience working in a public health, healthcare or government setting
- Knowledge of relevant legislation such as PHIPA, FIPPA and OPHS
- Knowledge and practical use of advanced Microsoft 365 tools including: SharePoint, Microsoft Teams, Microsoft Copilot, Microsoft Lists and Microsoft Loop to enhance collaboration, task management and workflow efficiency
- Awareness of and experience with emerging AI tools