Current jobs related to Administrative Assistant - Wilmot - Region of Waterloo

Administrative Assistant (Professional Practice, Training and Return to Work)

**Job Number**:1811

**Job Type**: Full-Time
**Location**: 1001 Erb's Rd - EMS - Paramedic Fleet HQ
**Number of Positions**:1
**Department**: Paramedic Services Administration (Professional Practice, Training and Return to Work)**Division**: Public Health and Paramedic Services
**Hours of Work**: 35 hrs/week - Monday to Friday, 8:30am to 4:30pm (this is an in office position, with no hybrid option)
**Union**: Management/Management Support
**Grade**: Management/Management Support Grade 01
**Salary Range**: $57,876.00 - $72,363.20**Posting Date**:October 16, 2024**Closing Date**:October 22, 2024**About Us**

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Dish with One Spoon Wampum:
- Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Recognizing our shared humanity and land
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
- This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

**The Role**
- Provides confidential administrative support to the Paramedic Services operations management team, including compiling information for union-management, grievance, and investigation meetings; preparing data for operational planning and performance; and maintaining documents. Processes and prepares files for use in investigations.

**Duties/Responsibilities**
- Provides administrative support and coordinates meetings (e.g., room booking, scheduling, agendas and reports, compiling information and actions items, minutes) for the Professional Practice, Training and Return to Work operations management team, including for union-management, grievance, and investigation meetings. Coordinates follow-up, as required.
- Organizes and tracks confidential documents (e.g., discipline/termination letters, investigation reports, presentations, minutes). Creates/works with materials containing sensitive labour relations information.
- Processes and prepares investigation files for Paramedic Services as requested by third parties (e.g., police, Ministry of Health, solicitors, insurance) and internal staff, within timelines. Downloads investigation files based on specifications, completes tracking documentation, routes for management signoff, and releases per policy. Ambulance Call Reports (ACRs) may be used as evidence in investigations and legal cases and may depict injuries, illegal acts, and violence.
- Acts as a liaison with Ministry of Health Inspectors, Base Hospital, corporate and paramedic staff (HR, Paramedic operations, information management and privacy, legal) regarding evidence and related paperwork. Complies with policies, ensuring timely, accurate flow of evidence. Responds to inquiries and follows up to clarify requests outside of policy or regarding missing/incomplete form information.
- Tracks probationary data of new hires including reviewing employee files and gathering performance data to support probationary decisions to continue with employment. Assists Commanders with probationary reviews and letters.
- Prepares data reports/summaries and related analyses on Paramedic operations for management. Compiles and organizes information based on criteria as directed or in consultation with management. Ensures data is accurate, clear, and understandable.
- Assists to maintain Paramedic operations standard operating procedures and manuals. Works with operations management and corporate or internal partners such as HR for information and makes updates for management’s review and approval.
- Circulates corporate and departmental policy and procedure updates and reports to operations staff for signoff, and submits to HR.
- Develops, implements, and maintains a filing system.
- Acts as the staff resource for the Section’s administrative policies and procedures. Provides troubleshooting assistance regarding operational and program related systems; guidance/assistance on corporate-wide systems initiatives; and assists with freedom of information requests, including retrieval, disposal, and destruction of files per legislation.
- Leads /coordinates special projects to meet directives from HR and other corporate areas. Administers project as needed, including training, planning, and quality assurance (e.g., training materials, tracking system).
- Backs up some of