Job Description

The Department of Health and Wellness is committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as well as people regardless of their sexual orientation, gender identities, and gender expressions. Those looking for more information are invited to visit our Equity, Diversity, and Inclusion Policy.


This Administrative Support position functions as an assistant to the Manager of Health Promotion/ Provincial Tobacco Control Program and supports Manager of Population Health and Surveillance (PHAS) as needed. These divisions have approximately 12 full-time staff. This section is responsible for advancing health promotion in PEI and shifting the focus beyond individual behavior towards a wide range of social and environmental interventions that enable Islanders to proactively care for their health within the health system and the community.

Duties will include but are not limited to:

Serve as the primary point of contact for the unit and independently prepare routine and more substantive correspondence as directed by the Manager and the Team; prepare other correspondence, client letters, contracts and agreements, statistical reports, information sheets, spreadsheets, presentations, multiple mail-outs/emails, as required by the section and various programs/initiatives; Demonstrate an understanding of the Unit's mission and positively promote its mandate in daily communications; Support internal and external committees and events including conferences, workshops, scheduling of meetings, preparing agenda and other materials, and disseminating in advance of meetings and events; record and organize documentation from committees and events and perform follow-up tasks; Answer telephone calls and screen and manage all incoming and outgoing email; efficiently manage, track and coordinate responses to client inquiries; draft, edit and transcribe all types of correspondence while ensuring confidentiality; provide support to other Units within the CPHO division as needed; Maintain and organize client files/cases (in copy and database), education documents, funding proposals and grant applications, minutes, program files, correspondence, etc. within shared drive and search files and records to obtain information; Assist with development, preparation and distribution of publications and communication materials; liaise and communicate with external partners/stakeholders and other government departments including the Deputy Chief and Chief Public Health Officers, agencies and ministries, Executive Council, Treasury Board and other provincial government offices; Manage, monitor and maintain the LiveWell PEI website and content on the princeedwardisland.ca website and coordinate all communication, activities promoted through these websites; effectively utilize IT platforms that support staff engagement, collaboration and program areas; Perform finance and payroll functions for the unit and provide new staff with appropriate documentation as provided by Human Resources; coordinate travel arrangements and prepare itineraries and employee travel and expense claims review; Assist with budget forecasting and monitoring, and processing of invoices for accounts payable, Oracle Pcard/IExpense entries; prepare internal and external requisitions and perform payment processing functions; and reconcile final funding projects (e.g Wellness Grants) and expense reports; Assist Manager in establishing RIM classification schedule including setting up and maintaining a file system in accordance with the Records Information Guidelines and section programs/services; Other related duties.

Minimum Qualifications:

Successful completion of Grade 12; Successful completion of a recognized program of office studies; Considerable administrative experience in a busy office setting; Experience dealing with the public; Demonstrated equivalencies will be considered; Excellent interpersonal and communication skills; must be able to deal with sensitive and confidential issues with tact and diplomacy; Excellent organizational and time management skills and ability to manage multiple priorities and work independently; High degree of proficiency in technology/web literacy; Grant and Online survey platforms, webinars and online meetings (WebEx, Zoom, Teams, etc.) and computer software programs including Microsoft applications Word, Excel, PowerPoint, Visio, and Access; Adobe Acrobat and Jira; Acceptable Criminal Records Check, including vulnerable sector check & good previous work and attendance record.

Other Qualifications:

Knowledge of other office software applications such as Groupwise will be considered an asset Ability to work under a demanding workload; Knowledge of government's financial system (Oracle) and Groupwise email system would be considered an asset; Experience and knowledge of legislative process and working within government policies and programs is an asset; Good understanding of third-party contract/agreement procedures;

This competition may be used to fill future job vacancies.

Please Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted.

Where possible, submitting an electronic resume or job application is preferred. Otherwise, please return forms to PEI Public Service Commission, P.O. Box 2000, Charlottetown, Prince Edward Island, C1A 7N8. Applications may be sent by fax to (902) 368-4383.

IT IS THE RESPONSIBILITY OF THE APPLICANT TO CONFIRM RECEIPT OF THE APPLICATION, BY TELEPHONE OR IN PERSON PRIOR TO THE CLOSING DATE.

Please ensure that the appropriate Posting ID number is stated on all application forms. You can apply online or obtain an application form by visiting our web site at

www.jobspei.ca

. Forms may also be obtained by contacting any PEI Government office, ACCESS PEI Centre, Regional Services Centre, or by telephone (902) 368-4080.

No. 6 on Forbes' list of Canada's Best Employers 2024

The Public Service is inspired to make a positive impact and proud to shape the future of our Island Community.