Job Description

Division

Medical/Administration

Temporary Duration

Approximate Duration: 9-12 months

About Us

Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses. Please note that the Niagara Region requires that all newly hired employees are to be fully vaccinated against COVID-19 as a condition of being hired and provide proof of full vaccination, or provide proof of a bona fide medical or Human Rights Code exemption on a form issued from and approved by Niagara Region.

Job Summary

Reporting to the Associate Medical Health Officer, the Administrative Assistant is responsible for providing confidential administrative support, including organizing activities and following up on tasks of senior department staff.

Education

• Post-secondary diploma in an appropriate administrative- or health-related discipline
• Bachelor’s degree in conjunction with the appropriate administrative diploma is preferred.

Knowledge

• 2 years administrative experience in a computerized health related office environment.
• 1-2 years senior executive administrative experience in a computerized health related office environment is preferred.
• Advanced knowledge of Microsoft Office programs, Adobe, and other common office software.

Responsibilities

Provides secretarial and administrative support services to the Associate Medical Officers and senior department staff, preparing confidential correspondence and reports, conducting research, and arranging meetings, etc. as required:

• Schedules appointments and/or meetings for the Associate Medical Health Officers, ensuring relevant documentation and background information for meetings are brought forward.
• Screens all telephone calls on behalf of the Associate Medical Officers, determining the nature and urgency of more complex issues and redirecting calls as appropriate
• Uses judgment and discretion to filter the urgency of all requests. Asks for clarification when needed.
• Coordinates travel arrangements.
• Prepares PowerPoint presentations, letters, reports, speeches, agendas and minutes as assigned.
• Receives visitors, screens telephone calls, take messages, handles replies or directs callers to appropriate areas or departments.
• Receives, opens, sorts, date stamps and logs incoming mail, interoffice and courier deliveries.
• Monitors outgoing correspondence prepared by various Public Health staff from all divisions on behalf of the Associate Medical Officers of Health to ensure compliance with standard procedures and protocols and to protect the integrity of the Associate Medical Officers of Health as physicians.
• Prepares audio visual aids for Associate Medical Officers of Health presentations using appropriate software (e.g., PowerPoint).
• Prepares specialized confidential work/files/reports as directed by the Associate Medical Officers of Health.
• Follows process for development and logging of Public Health and Social Services committee meetings as required.
• Coordinates financial information, assisting in the compilation of documents/statements, and processing expense reports, VISA payments and purchase orders.
• Tracks absences and vacation time as needed, ensuring data is submitted accurately

Monitors tasks assigned to senior staff and assist the Associate Medical Officers of Health in ensuring that these tasks are completed within established timeframes.

• Assists in the writing and formatting of departmental administration policies and procedures

Provides administrative assistance for special projects managed by the Associate Medical Officers of Health as relevant.

• Notetaking/minute taking
• Develops forms, processes information, and generates reports.
• Collects data/statistical or survey information for the Associate Medical Officers of Health.
• Advises other staff (inter- or cross-departmental) around relevant work or follow up needed and prescribes that work as necessary at the direction of AMOHs
• Coordinates schedules and logistics for medical learners

Maintains files for Associate Medical Officers of Health

• Ensures compliance with the Corporate Records Management By-Law and any more relevant guidelines.
• Develops and maintains a resource library for medical learners, ensuring that resources are properly categorized. Monitor resources out on loan.

Acts as liaison between Associate Medical Officers of Health and the Regional Chair’s office, CAO’s office, Board of Health, Provincial/Municipal Government staff, international contacts, Regional and Departmental senior staff, and media.

In the absence of the Executive Assistant (EA) to the Medical Officer of Health, performs all support functions of the EA, as required.

Special Requirements

• Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons.
• Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values of service, honesty, choice, partnership and respect

Closing Statement

Uncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow’s challenges TODAY!

Let us know why you would be an excellent team member by submitting your online application.

We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.
If you require an accommodation for the application process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, the alternate formats for contacting us are as follows:

• Email: myhr@niagararegion.ca
• Phone: 905-980-6000 ext. 3252 or 1-800-263-7215
• Bell Relay: 1-800-855-0511
• In-person: Sir Isaac Brock Way, Thorold, ON L2V 4T7 – Human Resources Department