Administrative Assistant to the Director of Human Services

Job Description

Administrative Assistant to the Director 

Human Services - Social Development, Planning and Partnerships

Status: Regular Full Time

Salary Range: $69,804.00 – $87,255.00 per annum plus comprehensive benefits

Hiring Range: $69, $78,529.50 per annum 

Work Mode:Hybrid*see below for more details about this work mode. 

Location: 10 Peel Centre Dr., Brampton, ON 

Hours of work: 35 hours per week 

**Join our diverse team and be part of our vision. Think big. Channel your creativity. Make a difference.
At Peel Region, we can create lasting impact, together.**

The Social Development, Planning and Partnerships division works collaboratively with our community partners and multiple divisions within the Human Services department to enhance effective service delivery, identify gaps in services and efficiencies, and plan, influence and create solutions that positively impact the residents of Peel. We achieve this through program priorities including Poverty Reduction, Community Investment and Community Safety & Well-being. We provide services such as research, analysis, data analytics, technology, recoveries, appeals, eligibility review, business and policy support, training and development, planning, evaluation, continuous improvement, document services, and project expertise.

The role provides confidential and proactive administrative support to the Director and the management team, ensuring the smooth operation of divisional activities. This position works collaboratively with divisional leadership to deliver a coordinated and cohesive approach to administrative processes, including scheduling, correspondence, and document management. The successful candidate will demonstrate strong organizational skills, attention to detail, and the ability to manage sensitive information with discretion while fostering effective communication across the division.

What you will do in this role:  

• Provides proactive, confidential administrative support services to the Director and team.
• Coordinates and schedules appointments and meetings for the Director and team as required.
• Monitors and prioritizes the inbox for the Director, as well as manages their calendar, using MS Outlook
• Manages information and workflow ensuring that incoming mail and requests into the Director's Office are handled appropriately; prioritizes routine and non-routine inquiries from internal and external sources.
• Distributes documentation for action to divisional management and staff on behalf of the Director; manages an action item/follow-up system.
• Prepares and/or reviews standard correspondence; creates reports, memos, e-mails, spreadsheets, presentations, etc.
• Processes and reconciles expenses, express purchase orders, and p-card purchases.
• Coordinates the Divisional EIM filing structure and supports staff with best practice records management as per Region of Peel guidelines.
• Receives inquiries from clients, Councillors, etc. and coordinates responses as needed.
• Coordinates Divisional Management meetings, prepares agendas, and records minutes of the meetings.
• Organizes and/or coordinates various divisional projects and initiatives; gathers information from a variety of resources for the management team to review.
• Maintains data for tracking and reporting purposes.
• Coordinates the preparation of reports and documents for the Division (e.g. Council reports, annual reports, Human Services Leadership team packages, etc.). 
• Prepares and maintains communication materials (e.g. packages, brochures, forms, binders,
• Departmental Management Team/Human Services Leadership Team packages, and program forms).
• Maintains office supplies and equipment (fax, photocopier, etc.) for the Director, HS office.
• Processes staffing request, staff new hire, leaves, email setup, applications/program setup, etc.
• Provides back-up coverage for other Administrative Assistants in the Division and Department.

What the role requires:

• A satisfactory Level 1 Criminal Record Check obtained directly from a police station (third-party background checks will not be accepted).
• Post-secondary education in an administrative studies program or related field combined with a minimum of three years relevant experience or an equivalent combination of experience and education

Skills/Abilities: 

• Ability to apply discretion and confidentiality on divisional issues.
• Ability to work in a self-directed manner within a collaborative team environment.
• Committed customer service focus with a high degree of tact and diplomacy.
• Demonstrated critical thinking skills.
• Excellent verbal communication skills to interact effectively with management, staff and clients.
• Strong written skills needed for minute taking and to draft correspondence.
• Ability to compile information for the divisional management group to review.
• Detail oriented to ensure a high standard of professionalism.
• Ability to compile and analyze information.
• Effective time management and organizational skills and the adaptability and resourcefulness to manage shifting/changing priorities and competing demands.
• Proven ability to problem-solve and be pro-active.
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

Nice to have:  

• Some knowledge of the Human Services Department's structure, programs and services would be considered an asset.
• Some knowledge of corporate administrative systems, policies and procedures, organizational structure and major corporate and departmental activities an asset.
• Proficiency in MS Office applications, EIM, Peel Absence Tracking System, HRMS, E-Agenda, and Adobe Pro; knowledge of in-house HS software applications an asset.

Perks @ Peel and why you will love working for us:   

• Comprehensive Health, Dental, Vision benefit plan including psychological health, effective start date  
• Automatic enrolment into OMERS pension plan (where applicable) 
• Accrue Vacation on a monthly basis starting at 3 weeks per annum 
• 3 Paid personal days and floating holidays 
• Flexible hours supporting your wellness and wellbeing (non-union) 
• Annual performance review and merit increases based on performance (non-union/ where applicable) 
• Supportive leadership and a culture of respect and inclusion 
• Access to tuition reimbursement and learning and development resources 

Be bold. Think big. Join us.

In this role, you'll benefit from the flexibility of a hybrid work arrangement that prioritizes meaningful in-person connection. A minimum of two days per week on-site is expected, with additional in-person presence as operational needs evolve. This arrangement allows for a blend of in person and hybrid work that adapts to support both organizational priorities and employee flexibility and is subject to change over time.

It's important to note that your off-site work location must be within the province of Ontario. This ensures that we're compliant with all regulations and policies.

The Region of Peel offers job based flexible hours of work that allows employees to manage personal and professional responsibilities while at the same time ensures business operational needs and customer service expectations are achieved. 

Assessment: An Assessment may be required as part of the recruitment process. All communication will be sent to the email address attached to your application submission.

Interview: Our recruitment process will include video conference technology

Kindly ensure to regularly monitor your spam and junk email folders, as important communications regarding your application may be directed there.

If this opportunity matches your qualifications and experience, please apply on-line. 

About Us

Peel Region consists of the cities of Brampton and Mississauga, and the town of Caledon.  Peel Region delivers essential services to more than 1.5 million residents and approximately 200,000 businesses.

We're working to create a community that is safe, inclusive, and accessible.  A place where everyone feels they belong and can access the services they need to thrive throughout each stage of life.

Our workforce is 6,700 strong and since 1974, we've been delivering a wide range of resident focused services. Our services include paramedic services, health programs, long-term care and services for seniors, child care support, garbage collection and recycling, waste water and water treatment, road maintenance, financial assistance, and housing support. 

Recognized by Canada's Healthy Workplace Month with the Great Employer Award presented by Excellence Canada, Peel Region is a place where everyone feels they belong. We strive to develop a workplace that values and respects diversity, practices inclusion, recognizes the unique contributions and abilities of all people and facilitates innovative thinking. At Peel Region, people come first. Each employee has an important role within our community and when we work together, it's impactful. We encourage you to join us in delivering essential services and programs to our diverse community. You won't find a better opportunity than Peel Region.

Additional Information

Peel Region is committed to a diverse and inclusive workplace where everyone is respected and valued for their contributions, and where everyone is treated fairly and has opportunity to grow and develop. As one of the most diverse regions in Canada, we are committed to establishing a qualified workforce that is reflective of the population we serve.

Peel Region is committed to providing accommodations throughout the recruitment process, upon request. If you require accommodation, please notify us and we will work with you to meet your needs. Accessible formats and communication supports are available. Please contact zzg- 

Please be advised, Peel Region uses email to communicate with applicants for open job competitions and does not use AI technology in any part of the recruitment process. It is the applicant's responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e., testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the position and your application will be removed from the competition.

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