Administrative Assistant, Emergency Medical Services

7 days ago

Niagara, Canada Niagara Region Full time

**Division**:
Emergency Services

**Important Notices & Amendments**:
As an employer of choice, Niagara Region offers competitive salaries and benefits, a defined benefit pension plan, a corporate wellness centre, access to the Employee and Family Assistance Program (EFAP), mentorship and training programs, employee recognition programs, and more. In addition, the Region recognizes the value of having flexible work arrangements including hybrid work arrangements to support better work-life balance for our employees. Where operational needs align, and while ensuring business requirements and customer service expectations are achieved, employees may have an opportunity to work within a hybrid model, combining working from home and working in the office.

**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.

Please note that the Niagara Region requires that all newly hired employees are to be fully vaccinated against COVID-19 as a condition of being hired and provide proof of full vaccination, or provide proof of a bona fide medical or Human Rights Code exemption on a form issued from and approved by Niagara Region.

**Job Summary**:
Reporting to the Deputy Chief/Associate Director EMS, the Administrative Assistant EMS is responsible to provide confidential support to the Deputy Chief/Associate Director, EMS as well as the Senior Management team for the Ambulance Communications Division

**Education**:

- Grade 12 with additional courses or training in Office Administration or Secretarial Studies.
- Post-secondary diploma in Office/Business Administration is preferred.

**Knowledge**:

- Minimum 3 years experience as a confidential Administrative Assistant in a relevant emergency service or health-related field.
- Knowledge of medical terminology and/or Emergency Medical Service, as well as all relevant Acts, regulations, provincial standards.
- French Language skills are preferred.

**Responsibilities**:
**_ Provides secretarial and administrative assistance to the EMS Team, preparing confidential correspondence and reports, conducting research, arranging meetings, etc._**:

- Prepares regular draft correspondence, reports, legal documents, presentations and forms, summaries and information/statistical/financial reports.
- Records, prepares and distributes agendas and minutes, ensuring the quality of all outgoing material meets standards.
- Ensures relevant documentation and background information is provided for meetings.
- Schedules teleconferences and meetings, maintaining appointment schedules and composing routine correspondence from brief oral/written instructions for signature.
- Receives visitors and responds to routine mail/phone inquiries by recording, screening and providing general information and assistance relating to the program while ensuring confidentiality.
- 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 respective managers.

**_ Maintains division’s confidential files and records, indexing, filing, retrieving and archiving files for storage in accordance with Corporate Records Management System and protocols._**:

- Organizes and maintains paper and electronic records/files/manuals.
- Maintains confidential employee appraisal/recruitment documentation.

**_ Prepares, maintains and tracks general office and confidential files and correspondence (e.g. WHMIS updates, staff licensure/registration, performance appraisals, employee notices, requests for staff training, personnel requisitions, posting files, vacation and attendance record management, job descriptions, Workers compensation reports, etc.)._**:

- Reviews electronic and paper time cards and transposes information into Time and Attendance system, monitoring employees’ attendance that has exceeded established thresholds and/or available credits by tracking attendance and leave, lieu time earned and taken, for

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