Job Description

Division

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Emergency Services

About Us

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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.


At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.


We welcome all applicants! For more information about diversity, equity, and inclusion at Niagara Region, Diversity, Equity and Inclusion - Niagara Region, Ontarioor email related questions to diversity@niagararegion.ca. To send input on reducing barriers in the current hiring process, please email myhr@niagararegion.ca


For the Region's full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

Don't have every qualification?

You may be hesitant to apply if you do not have every qualification listed in the posting. While specific qualifications are important for certain roles, we invite individuals from diverse backgrounds and varying levels of experience and education to apply. Our recruiters will evaluate your suitability for the role.


Please note that for unionized roles, we must follow collective agreement requirements. However, we encourage all interested candidates to submit their applications. We believe success in a role can extend beyond meeting every single requirement.

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Job Summary

Reporting to the Chief/Director Emergency Medical Services, EMS Administrative Lead is responsible to provide confidential executive senior level administrative support to the Chief as well as the Senior Management team for the Division, ensuring all activities, functions and processes in the Emergency Services Division are performed effectively and efficiently. The Administrative Lead supervises daily office operations, offering work direction, managerial support, and guidance to internal administrative staff.

Education
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Post-secondary diploma in Business/Office Administration Post-secondary degree in Business/Office Administration is preferred
Knowledge
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Five (5) years' senior administrative experience within a confidential office, emergency service or health-related field 1 year supervisory experience directing work of others preferred Advanced knowledge and proficiency in office technology and software Knowledge of medical terminology and/or Emergency Medical Service, as well as all relevant Acts, regulations, provincial standards Knowledge of lean practices and the ability to identify process inefficiencies and develop effective solutions. Emergency Operating Centre (EOC) Scribe Training/Certificate preferred French Language preferred


Responsibilities

Provide efficient and confidential day-to-day administrative support to the Chief, management and staff of the business unit. (40%)

Schedules and maintains appointments, teleconferences and meetings, ensuring all relevant documentation and background information is prepared and distributed Prepares and circulates regular and confidential correspondence, reports, legal documents, presentations and forms, memos, letters, summaries and information/statistical/financial reports as well as presentation materials for meetings/conferences. Liaise with Medical Office of Health office, the public, Regional Departments, elected officials, external partners and invested parties, consultants, municipalities, Ministries and other agencies etc. as required to respond to inquiries and support timely complaint resolution as needed Monitor and coordinate reports for Committee and Council. Liaise with management and staff to ensure submission of final reports and appropriate approvals Administer, participate and contribute to senior leadership team meetings. Prepare meeting schedules, agendas, and recording of proceedings. Follow up on all action items and perform assigned tasks on behalf of SLT as requested; coordinate Professional Development Days Responsible for encoding time and attendance information in software system. Review electronic time cards, investigate where required and transpose information into Time and Attendance system, flagging employees' attendance that has exceeded established thresholds and/or available credits by tracking attendance and leave, lieu time earned and taken, for all staff in program area Contributes to the planning, coordination and implementation of corporate and business unit objectives Prepares, records, and documents necessary travel arrangements, ensuring compliance with policy requirements and maintaining thorough records of all work related travel expenses in support of the Chief and respective managers Represent the Chief at various events and/or business units internally on committees such as CERT, United Way, Ignite and Leadership meetings etc. as well as coordinate and monitor recognition, special events and activities Designated Scribe in Divisional or Regional Emergency Operations Center (as applicable). Assists as required in Emergency Operations Centre and maintain currency of emergency plans and business continuity plans as requested by the Chief; provide all clerical support to include recording minutes, meeting set up, meeting material and coordinating with Emergency Management staff Establish and maintain complex filing systems and expenditures. Coordinate with Corporate Record System requirements. Ensure compliance with corporate by-laws regarding retention, etc. Prepares, maintains and tracks general office and confidential files and correspondence, both soft and hard copies; leads the design and implementation of records, templates and forms Oversees data governance practices, ensuring compliance with regulations and secure handling of sensitive information within the administrative team. Acts as a department resource on programs and services, advising other staff within and outside the division on procedural matters
Supervises the activities and performance of clerical support staff, providing work direction, resolving problems, assigning tasks/projects, and monitoring quality of results. (30%)
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Recruits, interviews and selects new clerical staff. Conducts annual performance appraisals, identifying skill development needs and providing coaching. Ensures personnel issues including grievances and labour relations issues comply with Corporate standards and practices Ensures individuals under supervision are educated on workplace hazards, Infection Prevention and Control (IPAC) and trained in proper accident/emergency reporting procedures. Ensures positive customer service experiences by collaborating with key corporate partners to promptly address and resolve any issues or complaints. Ensures appropriate staff levels and workload distribution for effective processing of clerical duties and functions. Co-ordinates clerical staffing assignments according to program needs throughout peak periods during the year. Coordinates administrative training programs to ensure staff are equipped with the necessary skills and knowledge. Chairs monthly meetings of the NEMS administrative team.
Assist the Chief and leadership with budgeting, financial processes, and other documentation. (10%)

Perform financial administrative support for the NEMS including preparation of expense reports, purchasing card processing, initiating purchase requisitions, petty cash Discretionary spending for furniture and supplies. Develops, coordinates and oversees the ordering, tracking and distribution of office supplies for the Service. Provides accounting and financial software support to leaders and the administrative team Procures supplies and services in accordance with established guidelines and policies and ensures divisional expenditures and payments to contractors, vendors, consultants etc. are processed


Continuous Quality Improvement: Leads the department in refining processes and standardizing administrative functions. Implements improvements to processes to ensure consistency across the department (20%)
Analyze current processes to identify inefficiencies and areas for improvement. Plan, execute and oversee divisional administrative projects from inception to completion Ensures staff awareness and compliance to internal processes, policies, and best practices. Standardize administrative functions to ensure consistency across the department. Monitor and evaluate the impact of process improvements to ensure desired outcomes are achieved.
Special Requirements
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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. Requires exceptional listening and concentration skills, working under pressure in a fast-paced environment. Respond to work demands at irregular hours of the week to ensure adequate staffing levels and support emergency operations under the incident management structure as required. In accordance with the Corporate Criminal Record Check Policy, the position requires the incumbent to undergo a Criminal Records Check and submit a Canadian Police Clearance Vaccine: Influenza Shot - Recommended

Closing Statement

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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 or 1-800-263-7215 Bell Relay: 1-800-855-0511 * In-person: Sir Isaac Brock Way, Thorold, ON L2V 4T7 - Human Resources Department