Administrative Assistant, Mental Health

2 months ago

Niagara, Canada Niagara Region Full time

**Division**:
Clinical Services

**About Us**:
Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high-quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.

For the Region's full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

**Don’t have every qualification?**

**Job Summary**:
**Education**:

- Minimum two (2) year diploma in Business, Office Administration or similar field of study.

**Knowledge**:

- Minimum 3 years’ recent experience administrative experience in a computerized professional office, preferably in a health/human resource/public administration related office.
- Advanced knowledge of Microsoft Office Suite and proficiency in office technology and software is preferred.
- Knowledge of PHIPA and MIPPA

**Responsibilities**:
**_ Provides senior level administrative assistance to the Director/Associate Director and divisional management team toward the effective functioning of the division (40%)_**:

- Manages Director’s/Associate Director’s calendar, prioritizes daily activities, receives and responds to meeting requests and sends invitations.
- Coordinates meetings, prepares agenda packages, records proceedings, performs follow-up on tasks for divisional committees as well as departmental/corporate committees and teams as assigned. Including supporting the Emergency Operation Centre in the event of an emergency response.
- Assists in the preparation of specialized, confidential material, contracts/agreements, legal documents, and budget preparation and monitoring for the Director/Associate Director, divisional Managers, and in specific circumstances, allied agencies.
- Acts as a liaison between the division and internal/external partners, and government agencies.
- Performs financial administrative support for the Director/Associate Director including preparation of expense reports and purchase card processing. Works with the electronic financial management system to process vendor payments and liaises with Legal Services and Procurement to ensure adherence to policies and procedures.
- Works to identify and implement strategies for continuous process improvement within the division and participates in working groups to improve workflow for departmental processes. Identifies opportunities to increase efficiency of services, developing and recommending tactics and initiatives to undertake.
- Coordinates the purchase and installation of new furniture and tech equipment within the division and tracks and maintains inventory lists for divisional assets.
- Creates and updates forms and templates to assist with standardizing work processes across the division/department.
- Monitors and maintains information provided on divisional/departmental websites and databases.
- Coordinates annual reviews of and revisions to divisional Policy and Procedure Manuals.
- Coordinates department/division sponsored special events, assisting with planning activities, coordinating registrations and payments.
- Undertakes special projects, tasks or other related duties as requested by the Director/Associate Director and/or Strategic Leadership Team (SLT).
- Provides administrative backup support for other Public Health Directors and non-union administrative staff as required.

**_ Provides human resource management support for the division (35%) _**:

- Prepares, maintains and tracks confidential employee documentation, correspondence and reports.
- Manages the time and attendance process for the division; oversees the encoding of payroll, runs and verifies reports, conducts regular audits and creates, maintains and distributes staff schedules for various employee groups.
- Responsible for training divisional staff and managers on payroll policies and procedures and troubleshooting issues for s

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