Description:

Education

• Post-secondary diploma in Business/Office Administration
• Post-secondary degree in Business/Office Administration is preferred

Knowledge

• Five (5) years’ senior administrative experience within a confidential office, emergency service or health-related field
• Advanced knowledge and proficiency in office technology and software
• Knowledge of medical terminology and/or Emergency Medical Service, as well as all relevant Acts, regulations, provincial standards
• Member of the Association of Administrative Professionals preferred
• Canadian Certified Administrative Professional designation preferred
• French Language preferred

Responsibilities

Provide efficient and confidential day-to-day administrative support to the Chief, management and staff of the business unit. (45%)

• Schedules and maintains appointments, teleconferences and meetings, ensuring all relevant documentation and background information is prepared and distributed
• Prepares and circulates regular and confidential correspondence, reports, legal documents, presentations and forms, memos, letters, summaries and information/statistical/financial reports as well as presentation materials for meetings/conferences.
• Liaise with Medical Office of Health office, the public, Regional Departments, elected officials, external partners and stakeholders, consultants, municipalities, Ministries and other agencies etc. as required to respond to inquiries and support timely complaint resolution as needed
• Monitor and coordinate reports for Committee and Council. Liaise with management and staff to ensure submission of final reports and appropriate approvals
• Administer, participate and contribute to senior leadership team meetings. Prepare meeting schedules, agendas, and recording of proceedings. Follow up on all action items and perform assigned tasks on behalf of SLT as requested; coordinate Professional Development Days
• Responsible for encoding time and attendance information in software system. Review electronic time cards, investigate where required and transpose information into Time and Attendance system, flagging employees’ attendance that has exceeded established thresholds and/or available credits by tracking attendance and leave, lieu time earned and taken, for all staff in program area
• Contributes to the planning, coordination and implementation of corporate and business unit objectives
• Prepares, records, and documents necessary travel arrangements, ensuring compliance with policy requirements and maintaining thorough records of all work related travel expenses in support of the Chief and respective managers
• Represent the Chief at various events and/or business units internally on committees such as CERT, United Way, Ignite and Leadership meetings etc. as well as coordinate and monitor recognition, special events and activities
• Assists as required in Emergency Operations Centre and maintain currency of emergency plans and business continuity plans as requested by the Chief; provide all clerical support to include recording minutes, meeting set up, meeting material and coordinating with Emergency Management staff
• Establish and maintain complex filing systems and expenditures. Coordinate with Corporate Record System requirements. Ensure compliance with corporate by-laws regarding retention, etc.
• Prepares, maintains and tracks general office and confidential files and correspondence, both soft and hard copies; leads the design and implementation of records, templates and forms