Administrative Assistant

JR102023

Administrative Assistant

Location: PHO Corporate Office & Toronto Laboratory, 661 University Avenue, Toronto, ON

Department: Front End Processing

The Role:

To provide a range of administrative services to support the operations and services of an assigned units. This position will be supporting PHO's Health Protection Operations and Response portfolio and will provide direct support to the enteric, zoonotic and vector-borne diseases (EZVBD) unit and immunization and vaccine preventable diseases unit.

Key Responsibilities-

• Provides various administrative services to support the programs, services and/or operations of an assigned unit/department.
• Coordinates work flow in support of unit/department programs/services/operations.
• Responds to calls and provides information to contacts regarding program specific administrative processes requiring coordination of information with others to provide services and resolve problems.
• Coordinates administrative matters for the unit/department (e.g. invoice processing, maintaining supply inventory and purchasing supplies and equipment, contracts, PCard reconciliation, human resource forms).
• Arranges scheduling and logistics of meetings, establishes and/or maintains filing and related office systems containing letters, memoranda, reports, minutes, regulatory records, or clients' files.
• Establishes and/or maintains filing and related office systems containing letter, memoranda, reports, minutes, regulatory records or client's files. Maintains electronic files and records.
• Supports research administration (e.g., updating commons CVs, coordinating publication materials)
• Monitors and maintains lists for the unit/department (e.g., generic team/department email accounts; contact lists using specialized software (e.g., within the Stakeholder Relationship Management system).
• Provides email, calendar, word processing, spreadsheet and related services utilizing specialized software/technology to support the delivery of administrative services including searching, accessing, manipulating, verifying and setting up data and maintaining systems.
• Contributes to, and provides input into unit business processes/ procedures.
• Provides back-up support to team members during peak periods, such as data entry or processing of forms and provides coverage for the main reception area as required.
• Performs other duties as assigned.

Knowledge and Skills

• Expertise in Word, Excel and PowerPoint.
• Knowledge of program specific administrative processes, practices, and procedures to provide a range of administrative services in support of service/program delivery.
• Knowledge and skills in the use of various general office and specialized software (spreadsheet, accounts, database management).

Education and Experience-

• Completion of a post-secondary secretarial or administrative assistant program.
• Three years' of related administrative support experience.

Attributes and Competencies-

• Oral communication and interpersonal skills to respond to calls, liaise with staff across the unit/department/organization.
• Written communication skills to draft responses to inquiries.
• Organizational skills to arrange logistics of meetings, coordinate work flow and coordinate other administrative matters.

Duration: Permanent

Hours of Work: Full time, 36.25 hours per week

Compensation Group:Ontario Public Service Employees Union

Salary :$ $29.76

Posting Date:

Closing Date:

Please note:

Note: Internal candidates will be considered first.

While we thank all applicants for their interest, only those selected to move forward in the recruitment process will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.

PHO is committed to ensuring equity in employment. Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals. Any candidate who requires a job posting in an alternative format may email a request to Once an applicant has been selected for an interview, they can inform PHO about any accommodations they may require at any stage of the interview process.

Job Types: Full-time, Permanent

Pay: $26.41-$29.76 per hour

Expected hours: 36.25 per week

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Paid time off
• Vision care
• Wellness program

Work Location: In person