Job Description

Vacancy

Position Title: Administrative Assistant (1)

Current Program: Infectious Diseases (ID)

Position Available: TBD

Position Category: Temporary, Full-Time

Up to 12 Months

Reports To: Manager, ID

Union: CUPE (Local 1602 - Legacy HKPR)

Wage: $55,041 - $60,420 annually

$30.24 - $33.20 per hour

Office(s): Lindsay

Posting ID: 26-010-F

Position Summary:

The Administrative Assistant will be an integral member of program team as assigned. Will assist program staff with the organization and administration of program activities and provide administrative support in an efficient and courteous manner, ensuring confidentiality at all times.

Duties and Responsibilities will include:

Administration and Human Resources

May be responsible for any of the following:

Assisting with preparation, formatting and maintenance of written documents e.g. reports, correspondence, minutes, forms
Photocopying as requested

Preparing materials for mailing, distribution, pick-up and/or courier (e.g. compilation of kits, packages, mail-outs)

Processing in-coming and out-going mail/ correspondence

Organizing and maintaining paper and electronic files of assigned program staff to ensure efficient retrieval
Maintaining a calendar of the schedule and whereabouts of assigned program staff and advising as appropriate e.g. reception

Assisting program staff in ensuring division and Health Unit forms are completed in a timely fashion

Entering computer data, preparing and delivering computer reports and maintaining statistics for various programs

Maintaining a current summary of duties

Maintaining divisional policy and procedure manual

Performing reception desk duties Works in accordance with the National Standard of Canada for Psychological Health and Safety in the Workplace Consults with the Chief Nursing Officer on matters related to professional practice

Professional

Maintains professional competency by attendance at appropriate workshops/seminars and/or private study

Liaises with other agencies and the public as outlined in Health Unit policies, and as required to support program staff

Fosters/maintains effective internal and external public relations, and responds to requests in a courteous and timely manner

Financial

Uses time, physical facilities, supplies equipment and other resources appropriately and effectively

Maintain and update departmental expense sheet

May be responsible for any of the following:

o Collecting fees, and issuing receipts

o Maintaining and reconciling petty cash

o Preparing reports that reconcile grants/budgets with expenditures for review by director (e.g. spreadsheets, cash flow reports)

Program

May be responsible for any of the following:

Arranging the loan of assigned program(s) resources to external organizations and other Health Unit divisions and ensuring their timely and complete return

Maintaining program materials/resources in neat and organized manner

Ensuring adequate supply of current program resources, ordering (for purchase, production or printing) when required, and ensuring materials received are correct as requested

Assisting with the preparation and maintenance of a program inventory of resources and materials

Assisting with display/information board set-up and dismantling

Co-ordinating functions, including assisting with booking of rooms and A/V equipment, and room set-up and refreshments as appropriate for internal and external program meetings

Taking registration for program events

Scheduling appointments/meetings

Assisting with implementation of program activities and events as necessary (may involve some evening and weekend work)

Compiling and maintaining appropriately formatted key contact lists, distribution/mailing lists and partner information for staff in shared directories, e.g. coalitions, community groups

Participating when needed in staff/program meetings for purpose of assisting in planning, evaluation and problem-solving around administration of assigned programs

Developing a working knowledge of different program areas and projects in which staff are involved

Anticipating needs of program staff, being pro-active in offering assistance

Providing support to working groups and committees when requested by program staff

Maintaining the division library electronic database and library resource

Posting division updates to the Health Unit intranet and website and updates to other websites as requested

Participates in the implementation of the emergency preparedness and response plan as assigned, including supporting clinics as needed Complies with the Provincial Infectious Diseases Advisory Committee's relevant best practice documents.
Participates in continuous quality improvement initiatives as assigned.

Inputting division time tracking including compensating time and overtime, and preparing reports as required for division director

Verifying totals of staff travel claims before passing on to director/supervisor for approval

Assisting in the completion of all administrative forms and making/maintaining copies as appropriate (e.g. requisitions, statement of time, authorization for professional development, expense claims, communications - A/V services requests, etc.)

Maintain and update excel sheet to track departmental policies

Physical

Does frequent light and occasional moderate physical work with frequent long periods of visual and/or auditory concentration

Other

If assigned to an office with other program assistants, provides back-up for administrative staff upon request e.g. reception

If assigned to an office as sole program assistant, identifies and brings to the attention of the Director, Finance, Facilities and IT issues related to facilities e.g. items requiring maintenance/repair

Assumes other duties that may be assigned from time to time

Detects and works towards eliminating health hazards in all assigned areas

Exercises initiative within established guidelines, and refers all unusual problems to the Director

Qualifications

1. Education

Ontario Secondary School Graduation Diploma with post-secondary education and/or business experience

2. Experience

Excellent interpersonal, oral and written communication skills, with attention to detail

Superior organizational skills, with the ability to prioritize work and to meet deadlines

Good problem solving and analytical skills

Pro-active, flexible and positive attitude

Ability to work independently and as part of a team

Proficiency with Microsoft Office Suite

Internet and e-mail, and digital switchboard telephone system

Ability and willingness to learn new software as required

3. Other

Valid Ontario driver's license and access to a vehicle Current and satisfactory Criminal Records Check and Vulnerable Sector Check Proof of immunizations required by HKPRDHU Satisfactory completion of probationary period (6 months)

How to Apply:

Apply in writing via email to: careers@lakelandsph.ca. Include your name, the position classification, and the posting ID in the email subject line. Example: "

Jane Smith, Safe Water & Vector-Borne Disease Student, 25-6008-B

" Attach a single file (doc, docx, or pdf), including your cover letter and resume, which add addresses the qualifications noted above.
Lakelands Public Health is committed to meeting the needs of persons with disabilities under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) Standards. Accommodation will be provided throughout the recruitment process at the request of the applicant.

Please note that only applicants to be given further consideration will be contacted for an interview.

Posting ID

:

26-010-F

Applications to be received no later than:

Friday, January 23, 2026 at 4:30 pm

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: $30.24-$33.20 per hour

Expected hours: 35 per week

Work Location: In person

Application deadline: 2026-01-23