Administrative Assistant

1 week ago

North York, Canada Ministry of Health Full time

Are you ready to take initiative, work well with others, and confident in handling administrative tasks proactively? We have an exciting role for you at the Ministry of Health's Health Services Cluster. As an Administrative Assistant, you'll be a key support to our Chief Information Officer's (CIO) Office as well as managers and branch/cluster staff. Your role includes organizing schedules, managing communications, and keeping information confidential. You'll need to be organized, good at juggling tasks, and dedicated to high-quality work in our busy office. Help us support Ontario's health sector by joining our team.

**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.

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 position, you will:

- schedule/reschedule appointments, meetings, presentations and events for the branch/cluster; gather and compile sensitive and confidential information for executive meetings;
- facilitate communication and information flow/materials between the CIO's Office and branches/cluster, including other areas within and external to the ministry;
- coordinate the information and records management requirements and systems for storage of materials, monitor and track the flow of all materials submitted to the office; maintain the branch's/cluster's filing system;
- coordinate all approval processes using a bring forward system for flagging and alerting due dates and following up as required;
- produce a variety of documents from oral or written instructions ensuring correct format, content, correct punctuation, spelling and grammar errors;
- verify and reconcile invoices; prepare and process expense claims; maintain branch equipment, and arrange for servicing

**How do I qualify?**:
**Administrative Knowledge and Skills**:

- you have an understanding of relevant administrative procedures, approval processes and protocols to facilitate communication flow/materials, provide detailed responses to inquiries and provide administrative support in an executive office setting;
- you are proficient with the use of various software programs including word processing, graphics, spreadsheet and database management to produce reports, correspondence, presentations, charts, tables, and other documents, by performing a range of functions;
- you have an understanding of information and records management practices to maintain various tracking, database and bring forward systems to support approval processes and the correspondence management system to track the flow of correspondence and to maintain filing systems;
- you have arithmetic skills to prepare and process expense claims;
- you have demonstrated experience maintaining office equipment (e.g. printer, fax, scanner etc.) and arrange for servicing when required

**Communication and Interpersonal Skills**:

- you can respond to inquiries and requests for information using tact and discretion when handling confidential materials;
- you can prepare correspondence and documents, provide summaries of research findings, draft procedures and ensuring to use the correct format, content, correct punctuation, spelling and grammar errors

**Analytical, Research and Problem-Solving Skills**:

- you can research and assess information from various sources to provide pertinent background material upon request;
- you can ensure discretion in determining the release of information in order to ensure confidentiality or to comply with legislation

**Judgement and Organizational Skills**:

- you can plan, coordinate and perform multiple concurrent tasks often with competing priorities, demands, deadlines and scheduling conflicts;
- you can review and prioritize incoming mail and retain materials to be handled personally;
- you can determine suitable format for the production of typed documents/presentation slides to present information clearly and effectively

**Additional Information**:
**Address**:

- 1 English Permanent, 222 Jarvis St, Toronto, Toronto Region or 5700 Yonge St, North York, Toronto Region or 49 Place D'Armes, Kingston, East Region

**Compensation Group**:

- Ontario Public Service Employees Union- Understanding the job ad - definitions
- **Schedule**:

- 3.7**Category**:

- Administrative and Support Services**Posted on**:

- Tuesday, June 25, 2024**Note**:

- C-HL-21

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