Administrative Assistant

**Division**:
Clinical Services

**Temporary Duration**:
Approximate Duration: 12 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 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 Director, Clinical Services, the Administrative Assistant is responsible for providing confidential and administrative support and services to the Director and division’s management team.

**Education**:

- Post-secondary diploma in Office/Business Administration.

**Knowledge**:

- 5 years’ experience in a computerized health/human resources related office.
- Advanced knowledge of Microsoft Office and proficiency in office technology and software.

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

- Schedules appointments and/or meetings, ensuring relevant documentation and background information for meetings are brought forward.
- Prepares 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.
- Coordinates activities between internal offices and external agencies/boards.
- Maintains accurate information for the divisional website and Accreditation/Emergency Response database.
- Ensures timely and effective communications within the division (e.g. staff announcements, bereavements, directives, issues and items of staff interest). Provides functional guidance and support to managers and divisional program/office assistants on directives from the Director.
- Troubleshoots issues for CSD staff related to payroll, vacation, benefits and other relevant human resources functions/concerns.

**_ Coordinates meetings, preparing agenda packages, recording proceedings, performing follow-up tasks for Committee and any sub-committees._**:

- Completes and distributes minutes for follow-up as required.
- Highlights items of importance/sensitivity, ensuring they are brought to Director’s attention.
- Follows up on administrative issues.

**_ Coordinates divisional reports and specialized documentation to support division activities._**:

- Coordinates reports for Public Health & Social Services Committee meetings, typing and logging confidential information, following up to assist senior staff in meeting the schedule deadlines, and liaising with Medical Officer of Health's office to ensure submission and final report approval/signature.
- Perform financial administrative support for the Directors including preparation of expense reports, purchasing card processing, initiating purchase requisitions
- 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.)
- Undertakes research to support report preparation, as requested.

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

- Maintains records for ready access by divisional staff.

**_ Undertakes special projects or tasks or other related duties as requested by the Director and/or senior management team (SM