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Scheduler/administrative Assistant

2 months ago

Toronto, Ontario, Canada Ministry of Health Full time

The Ministry of Health's, Health Capital Investment Branch in the Hospitals and Capital Division, is seeking a highly skilled individual to join the team in supporting them through effective communication, scheduling, meeting logistics and tracking, which are all critical.


This is an extraordinary opportunity to work in an environment where individual development is cultivated while becoming more familiar with various structures of the business.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.


We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.


Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.


We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code.

Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?In this role you will:

  • Schedule a high volume of competing appointments and events for the director.
  • Prepare meeting material packages for the director on daily basis; liaise with various internal and external clients, stakeholders and the public.
  • Develop and implement branch procedures (i.e. scheduling, correspondence, etc.) and provide guidance and advice to staff in the branch on processes and procedures.
  • Participate in projects related to development and implementation of administrative processes and systems.
  • Maintain computerized scheduling systems, correspondence, other tracking systems and databases.
  • Review, compose and prepare correspondence and producing varied reports, spreadsheets, meeting minutes, issue sheets and presentations.
  • Coordinate the flow of information by screening incoming mail, correspondence, reports and proposals and then prioritize and take appropriate action.
  • Make logistical arrangements for meetings, including travel arrangements, booking rooms, making contacts and organizing packages of materials.
  • Assist in the administration and processing of human resources information/documents (e.g. recruitment, contract renewals, vacation schedules, attendance).
How do I qualify?MandatoryTyping skills to 40 wpm.

Administrative Knowledge and Skills:

  • you can provide administrative services using knowledge of administrative policies, directives, standards and guidelines
  • you have experience with scheduling/rescheduling and arranging meetings including travel arrangements, booking rooms and organizing packages of materials
  • you have experience in the administration and processing of human resources information/documents (e.g. recruitment, contract renewals, vacation schedules, attendance)
Communication and Interpersonal Skills:

  • you have the ability to maintain ongoing liaison with a variety of internal and external stakeholders to respond to requests for meetings, gather information related to meeting requests, and discuss/negotiate timelines for meetings;
  • you are able to handle matters with tact and diplomacy when responding to general inquiries and when participating as a member of the administrative team
  • you can prepare standard correspondence ensuring accuracy and correct composition of materials
Reasoning, Organizational and Problem-Solving Skills:

  • you can determine the nature, urgency and appropriate action required to coordinate the scheduling/rescheduling of appointments
  • you can determine what matters should be given priority when performing a variety of different administrative responsibilities with conflicting deadlines, and to respond effectively to fluctuating workload demands
  • you can review/proof-read documents for accuracy and completeness
Computer Skills:

  • you are proficient with using various systems and software programs (e.g. word processing, database management, spreadsheet, presentation, and organization chart applications) in order to prepare varied reports, spreadsheets, meeting minutes, issue sheets and presentations
  • you can maintain computerized scheduling systems, correspondence, other tracking systems and databases