Administrative Assistant, Public Health (TFT) (NU 7.24)
Norfolk County, Canada

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 Municip

Job Rewards and Benefits