Administrative Assistant, Director Communicable Disease and Chief Nursing Officer

**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.**

Administrative Assistant, Director Communicable Disease and Chief Nursing Officer 

Health Services – Communicable Disease

Status: 1 Regular Full Time

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

Hiring Range: $69,804.00 – $78,529.50 per annum

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

Location: 7120 Hurontario Street, Mississauga, ON

Hours of Work: 35 hours per week

Who We Are:

Join a team that protects community health across Brampton, Caledon, and Mississauga by working in partnership to prevent the spread of infectious diseases and support public wellness. Peel Public Health's Communicable Disease division leads efforts in the timely and effective detection, identification, and management of communicable diseases. This team provides case and contact management for over 35 diseases of public health significance including tuberculosis, sexually transmitted infections and respiratory viruses as well as 24/7 on-call coverage for communicable disease cases and outbreaks.

As the Administrative Assistant, you will provide a wide range of administrative and clerical support, including but not limited to: 

• Managing and maintaining departmental calendars, scheduling meetings, and coordinating appointments.
• Preparing agendas, taking and distributing meeting minutes, and following up on action items.
• Drafting, formatting, and proofreading correspondence, reports, presentations, and other documents.
• Managing and organizing electronic and paper filing systems, ensuring information is easily accessible and confidential.
• Processing incoming and outgoing mail, including sorting, distributing, and preparing documents for mailing.
• Answering telephone calls, screening inquiries, and directing calls to the appropriate personnel.
• Greeting and assisting visitors in a professional and courteous manner.
• Managing office supplies and ensuring adequate inventory levels.
• Processing purchase orders, invoices, and expense reports in accordance with municipal policies and procedures.
• Maintaining and updating departmental databases and records.
• Provide excellent customer service to the public, other municipal departments, and external organizations by responding to inquiries, providing information, and resolving issues in a timely and professional manner.
• Assist with the preparation and coordination of departmental events, workshops, and meetings.
• Maintain confidentiality of sensitive information and adhere to all municipal policies and procedures.
• Operate and maintain office equipment, including computers, printers, photocopiers, and fax machines.
• Assist with special projects and other duties as assigned
• Contribute to a positive and collaborative work environment.
• May be required to assist with front counter duties and provide information to the public.
• Maintain awareness of relevant municipal bylaws, policies, and procedures.

Additional Responsibilities Specific to Communicable Disease Division:

In addition to the core administrative duties listed above, this role will also support nursing leadership and practice initiatives within the Communicable Disease division by:

• Sending communications from the Chief Nursing Officer (CNO) to Public Health Nurses (PHNs) and management on behalf of the CNO.
• Ensuring nursing staff numbers and names are accurate and up to date.
• Assisting the Advisor of Public Health Nursing Practice and the CNO in coordinating and planning quarterly nursing forums.
• Supporting the coordination and planning of Senior Advisory meetings, including joint meetings with Nursing Practice Partners (NPP) and strategic planning sessions.
• Maintaining the NPP SharePoint site in collaboration with the Advisor of Public Health Nursing Practice.
• Assisting in planning and coordinating annual Nursing Week events.
• Coordinating the annual CNO registration renewal process.
• Ensuring the provincial Chief Nursing Officer distribution list remains current.
  • Creating Doodle polls and other scheduling tools to organize meetings.
  • Assisting the CNO in her liaison role on the CNO Executive Committee, including scheduling meetings and maintaining an up-to-date CNO contact list for regular distribution to OPHNL.

What You'll Need to Succeed:

• Completion of a post-secondary diploma in office administration or a related field, or an equivalent combination of education and experience.
• Minimum 3 years of administrative support experience, preferably within a government or public sector environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• Extensive written and verbal communication skills, including professional telephone etiquette.
• Exceptional attention to detail and accuracy.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.
• Excellent interpersonal and customer service skills with the ability to interact effectively with a diverse range of individuals.
• Ability to work independently and as part of a team.
• Knowledge of general office procedures and practices.
• Familiarity with municipal government operations and processes is an asset.
• Knowledge of SAP, Peoplesoft Financials, SharePoint, File and Record Management.

Skills and Abilities:

• Problem-solving and analytical skills.
• Ability to adapt to changing priorities and work under pressure.
• Extensive work ethic and a positive attitude.
• Ability to take initiative and be proactive.
• Commitment to continuous learning and professional development.
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.

Nice to Have:

• Previous knowledge of and experience in local public health.
• Resourceful and innovative thinker.

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 (where applicable) starting at 3 weeks per annum 
• 3 Paid personal days and floating holidays
• Flexible hours supporting your wellness and wellbeing
• Annual performance review and merit increases based on performance (where applicable) 
• Supportive leadership and a culture of respect and inclusion 
• Access to tuition reimbursement (where applicable) and learning and development resources

Be bold. Think big. Join us.

Work Mode & Job Location:

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. 

Interview: Our recruitment process will include in-person interviews.

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. 

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.

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.