Administrative Assistant to The Associate Medical

2 weeks ago

Niagara, Canada Niagara Region Full time

**Division**:
Medical/Administration

**Temporary Duration**:
Approximate Duration: 18 - 24 months

**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 effective February 12, 2023 mandatory COVID-19 vaccinations are no longer required as per the Niagara Region’s amended COVID-19 Vaccination Policy. As a result, you will not be required to submit verification of your vaccination status before starting employment with the Niagara Region. However, the Niagara Region continues to reserve the right to reintroduce vaccination requirements in the future if necessary to respond to changing public health advice and\or government direction. The Niagara Region continues to strongly encourage everyone to remain up-to-date with vaccinations.

**Job Summary**:
Reporting to the Associate Medical Health Officer, the Administrative Assistant is responsible for providing confidential administrative support, including organizing activities and following up on tasks of senior department staff.

**Education**:

- Post-secondary diploma in an appropriate administrative
- or health-related discipline
- Bachelor’s degree in conjunction with the appropriate administrative diploma is preferred.

**Knowledge**:

- 2 years administrative experience in a computerized health related office environment.
- 1-2 years senior executive administrative experience in a computerized health related office environment is preferred.
- Advanced knowledge of Microsoft Office programs, Adobe, and other common office software.

**Responsibilities**:
**_ Provides secretarial and administrative support services to the Associate Medical Officers and senior department staff, preparing confidential correspondence and reports, conducting research, and arranging meetings, etc. as required:_**:

- Schedules appointments and/or meetings for the Associate Medical Health Officers, ensuring relevant documentation and background information for meetings are brought forward.
- Screens all telephone calls on behalf of the Associate Medical Officers, determining the nature and urgency of more complex issues and redirecting calls as appropriate
- Uses judgment and discretion to filter the urgency of all requests. Asks for clarification when needed.
- Coordinates travel arrangements.
- Prepares PowerPoint presentations, letters, reports, speeches, agendas and minutes as assigned.
- Receives visitors, screens telephone calls, take messages, handles replies or directs callers to appropriate areas or departments.
- Receives, opens, sorts, date stamps and logs incoming mail, interoffice and courier deliveries.
- Monitors outgoing correspondence prepared by various Public Health staff from all divisions on behalf of the Associate Medical Officers of Health to ensure compliance with standard procedures and protocols and to protect the integrity of the Associate Medical Officers of Health as physicians.
- Prepares audio visual aids for Associate Medical Officers of Health presentations using appropriate software (e.g., PowerPoint).
- Prepares specialized confidential work/files/reports as directed by the Associate Medical Officers of Health.
- Follows process for development and logging of Public Health and Social Services committee meetings as required.
- Coordinates financial information, assisting in the compilation of documents/statements, and processing expense reports, VISA payments and purchase orders.
- Tracks absences and vacation time as needed, ensuring data is submitted accurately

**_ Monitors tasks assigned to senior staff and assist the Associate Medical Officers of Health in ensuring that these tasks are completed within established timeframes._**:

- Assists in the writing and formatting of departmental administration policies and procedures

**_ Provides administrative assistance for special projects managed by the Associate Medical Officers of Health as relevant._**:

- Notetaking/minute taking
- Develops forms, processes information, and generates reports.

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