Information Assistant

Information Assistant (Health Protection and Healthy Environments)

Job Number: 3805

Job Type: Temporary Full-Time

Vacancy Reason: Temporary

Temp Contract Length: 12 Months (ending January 29, 2027)

Location: 99 Regina Street, Waterloo, ON

Job Category: Other

Number of Positions: 1

Department: Information Management

Division: Public Health and Paramedic Services

Hours of Work: 35

Work Schedule: Mon–Fri, 8:30 AM–4:30 PM, hybrid: 3 days in-office / 2 days remote

Union: CUPE 1883

Grade: CUPE 1883 Grade 006

Salary Range: $ $34.24

Posting Date: January 8, 2025

Closing Date: Januray 14, 2025

About Us

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our Strategic Plan, "Growing with Care," we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes 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.

The Role

Enters, updates, and maintains divisional program data in internal and provincial databases (e.g., Integrated Public Health Information System (iPHIS), Hedgehog, excel spreadsheets). Prioritizes and processes incoming demand work for follow up by Public Health Inspectors, per established criteria and based on portfolio.

Duties/Responsibilities

• Prioritizes incoming demand work for divisional programs and distributes to Public Health Inspectors, per established criteria/priority and based on portfolio/availability.
• Creates and maintains records in provincial and internal databases. Enters demographic, case, and personal health information (e.g., rabies, communicable diseases, outbreaks, private water well, special events) per guidelines; identifies incomplete/inaccurate information; and follows up with Public Health Inspectors or external partners for clarification/correction (e.g., health care practitioner, hospital).
• Transfers client information to other public health units, per established policies and procedures. Obtains information from databases for ad-hoc requests.
• Develops and maintains database user manual (e.g., procedures, data entry rules, maintenance routines) in collaboration with departmental management and staff. Provides input regarding administrative procedures.
• Participates as part of a team to resolve information and functional issues to improve data quality, collection, and workflow (e.g., tallying/verifying/referencing source documents).
• Maintains e-filing system for incoming notifications. Keeps keys for storage areas.
• Participates in emergency response activities per prescribed role in the Department's emergency response plan.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of office/administrative procedures, communication, and math skills acquired through a Grade 12 education plus 2 years of related experience (or equivalent combination of education and experience).
• Knowledge of and ability to comply with policies, procedures, and related legislation (e.g., privacy, freedom of information, Ontario Public Health Standards).
• Organizational, problem solving, and time management skills to prioritize work to meet deadlines; verify and make corrections to data to ensure accuracy; and identify and troubleshoot database problems.
• Ability to exhibit confidentiality and discretion in handling confidential/sensitive information.
• Communication and interpersonal skills to exchange information with other staff, agencies, and public health units; and participate as an effective team member.
• Ability to read and understand lab reports, forms, and program data. Ability to complete forms, records, and related documents.
• Computer skills with ability to use software such as Microsoft Office (including Excel), provincial and program databases, and GIS locator.
• Ability to support and demonstrate the Region's values.

Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.

We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities;
• persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions

For questions or to request accommodations during your recruitment, onboarding or employment, please contact , or by calling our Service First Contact Centre at phone number

Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).