Executive Assistant

6 months ago

Barrie, Canada SIMCOE MUSKOKA DISTRICT HEALTH UNIT Full time

Open communication and the healthy exchange of ideas inspire an innovative workplace culture at the Simcoe Muskoka District Health Unit. As an award-winning* organization committed to service delivery excellence, we know that people are our most valuable asset.

Are you a dynamic, results oriented individual looking to join an organization committed to service delivery excellence? Then we would like to hear from you. As an employee at the health unit you will be treated fairly and with dignity and respect. The health unit provides a positive work environment where you are engaged, can freely exchange ideas, communicate openly, be innovative and are encouraged to practice work-life balance.

Our non-temporary employees enjoy:

- Three weeks of vacation, pro-rated from your date of hire (pro-rated entitlement for part-time employees)
- 14 paid days off per year: 13 paid Statutory holidays plus 1 float day
- Up to seven days paid family-related leave in recognition of our employees’ responsibilities to both their children and parents
- 100% employer paid benefits
- A defined benefit pension plan through OMERS
- A generous sick leave program
- In order for employees to attend to individual and family needs the majority of positions at the Health Unit have flexible work hours involving flexible start and end times along with the ability to take up to a 2 hour meal break.
- A seven-hour day, up to 35 hours per week, normally working straight days with compensating time off programs after 35 hours of work per week
- A supplemental employment benefit (SEB) is provided for Pregnancy, Paternal and Compassionate leaves of absence equivalent to the difference between seventy five (75%) of regular weekly earnings and the sum of the weekly Employment Insurance (EI) benefits up to one year.
- A prepaid leave plan is available to employees wishing to spread four (4) years' salary over a five (5) year period to enable them to take a one (1) year leave of absence following the four (4) years of salary deferral.

**Purpose of Position**:
To provide senior administrative support to the Medical Officer of Health (MOH)/Chief Executive Officer (CEO) including calendar and correspondence management, tracking and follow up, administrative support, and meeting coordination. Responsibilities include coordinating and ensuring that agency-wide information requirements are met in relation to the MOH/CEO functions including documentation and records management. Participates in planning of the Board of Health and Executive Committee meetings and other committees and meetings as required including materials coordination and preparation, minute taking, document management and distribution, action tracking and follow up, and records management. This position provides back up support to the Administrative Assistant to the Associate MOHs and Chief Nursing Officer (CNO).

**Responsibilities**:

- Provide administrative support to MOH/CEO
- Organize and expedite flow of work through the Office of the MOH
- Coordinate administrative services for the Board of Health and Executive Committee
- Coordinate special project work as required to support Agency and Department objectives
- Provide Human Resource Coordination and Functional Supervision
- Contribute to team and agency effectiveness

**Specific knowledge, skills, abilities**:

- Advanced skills in Microsoft Word, Excel, PowerPoint andOutlook
- Intermediate skills in Microsoft Access and Visio
- Advanced keyboarding skills including speed and accuracy
- Demonstrated proof-reading skills
- Demonstrated record/data management skills, including the development of electronic and paper filing systems.
- Demonstrated ability to establish and maintain an information/resource database relevant to program or functional unit
- Demonstrated ability to develop and/or format materials and documents in accordance with agency standards including the selection of appropriate graphics and resources
- Demonstrated ability to organize and prioritize work
- Demonstrated ability to manage time effectively and meet deadlines
- Demonstrated ability to manage multiple demands and coordinate the work and schedules of others
- Demonstrated oral communication and interpersonal skills including ability to effectively assess and respond to routine and challenging situations or demands from external agencies, partners, government, and the public
- Demonstrated negotiation and problem-solving skills in relation to balancing staff and public demands and work priorities
- Demonstrated problem-solving and analytical skill with the demonstrated ability to assess and respond to non-routine information/situations/circumstances
- Ability to exercise strict confidentiality, good judgment and diplomacy underpressure
- Basic leadership, team building & facilitation skills, and experience problem solving and priority setting
- Able to work independently within established parameters and to function effectively as a member of a team.

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