Administrative Assistant to The Moh

**Job Description**:
**Administrative Assistant to the Medical Officer of Health (MOH)**

**Health Services - Office of the MOH**

**Status**: (1) Regular Full Time

**Salary Range**:65,480.00 - 81,849.00 per annum (plus comprehensive benefits)

**Work mode**:Hybrid *
_see below for more details about this work mode._

**Location**:7120 Hurontario street, Mississauga, ON

**Hours of work**: 35 hour/week

**Who we are**: The Region of Peel is seeking an Administrative Assistant professional to provide confidential administrative support to the Medical Officer of Health (MOH) and liaise with all divisions of Peel Public Health, the department, other Regional departments, including the Executive Office, and external local, provincial, national and international governments and agencies.

**What you will do in this role**:

- Assist the Medical Officer of Health (MOH) with administering the business affairs of Peel Public Health
- Liaise, co-ordinate, and schedule up high level, confidential meetings, presentations, calls and visits with external agencies
- Receive and forward for action and follow up, correspondence and documents addressed to MOH from Public Health Leadership Team (PHLT) members, Regional staff, Regional Councillors and external agencies
- Research and gather information and background materials for MOH to respond to electronic, phone and direct requests. These request may come from Public Health Directors, the CAO, Regional Councillors, and/or external partners
- Receive and review all incoming correspondence, determining what goes through to the MOH and what is delegated to Associate Medical Officers of Health, Public Health Directors or other Regional Departments
- Co-ordinate, organize and plan MOH’s time and work, prioritizing and scheduling tasks to meet daily competing and shifting priorities
- Maintain a follow up procedure to monitor deadlines, organize and maintain a bring-forward file to ensure relevant background information is available for MOH’s meetings
- Co-ordinate, review and track Public Health reports for Health Services Integration Committee (HSIC) and Regional Council meetings
- Escalate Human Resources issues for the Medical Officer of Health by providing support in dealing with these issues, (set up private meetings and calls; manage correspondence for highly sensitive personnel files)
- Maintain confidential personnel files for the MOH’s direct reports, including Public Health Directors, Associate Medical Officers of Health, OMOH Advisors, Administrative Assistant to the MOH and OMOH Coordinator
- Manage any recruitment for MOH re hiring of AMOHs, Public Health Directors and OMOH staff
- Handle weekly Public Health Leadership Team (PHLT) meeting logistics including:

- scheduling guests
- preparing and distributing agendas and minutes
- ensuring proper documentation is received and distributed to PHLT
- attending meetings and recording minutes
- following up agenda and action items
- Arrange and coordinate all workshop, seminar and conference registrations, including travel arrangements for MOH
- Plan and manage MOH’s participation and involvement (including membership, meeting requests and logistics, presentation requests, and travel arrangements) on external national, provincial and local committees
- Prepare and/or format memos, reports, presentations and correspondence for MOH, according to industry and Regional standards for professional quality
- Prepare PowerPoint presentations for MOH
- Author routine correspondence
- Review, perfect and distribute public health updates on behalf of MOH to internal departments, Councillors, and external agencies
- Assist with budget preparation including the tracking of expenses throughout the year for budget purposes, as well as monitoring monthly financial statements for the MOH’s cost centre
- Manage financial matters such a P-card reconciliations, expense claims, cell phone invoices, and the renewal of memberships in professional organizations (alPHa, UPHN)
- Manage vacation, sick day, personal time, and lieu time entries in PeopleSoft for Public Health Directors and MOH Team
- Prepare and submit bi-weekly time sheets for permanent part-time and student personnel
- Provide backup administrative support to Associate Medical Officers of Health (AMOHs), Physician Outreach Specialist and Research and Policy Analyst, as needed
- Provide orientation, training, coaching and mentoring to new administrative staff in OMOH

**Qualifications**:

- 2 year college diploma in Office Administration (Executive program), and additional courses in Computer Applications, Principles and Techniques for Administrative Management and Communications
- A minimum of 5 years in progressively senior administrative office support positions, including urgent response experience
- Demonstrate strong customer service skills (be politically astute, tactful, diplomatic, and flexible in dealing with clients and stakeholders)
- Possess a high level