Administrative Assistant #24-184 (Job opportunity)

at  Public Health Sudbury Districts

POSITION SUMMARY:

Reporting to the Divisional Administrative Assistant (DAA), the Administrative Assistant provides administrative support to the managers and staff of the division and is responsible for the supervision of assigned staff.
Primary assignment is supporting the Vaccine Preventable Diseases Program and vaccine depot.

REQUIREMENTS:

• Successful completion of a post-secondary secretarial/administrative program or equivalent education, training and work experience.
• Supervisory experience is preferred.
• Experience with Panorama and COVax would be considered an asset.
• Minimum of four years experience performing confidential secretarial/administrative duties required.
• Demonstrated project/program management, interpersonal and administrative skills, including the ability to set priorities, establish timeframes, and organize resources.
• Strong strategic, analytical and problem-solving ability.
• Experience in developing and supporting collaborative relationships with different groups or agencies.
• Excellent communication (verbal and written), negotiation and problem-solving skills.
• Ability to handle sensitive issues diplomatically and confidentially.
• Ability to work independently and as an integral team member.
• Advance proficiency in word processing, presentation software, email management, internet/intranet navigation, and spreadsheet applications.
• Experience with database software is an asset.
• Advanced oral and written proficiency in English is required.
• Advanced oral and/or written proficiency in French is an asset.
• Maintains current Ontario driver’s license and has access to a reliable vehicle with agency required insurance.
• Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

• Provides confidential administrative support to assist in the efficient operation of the division.
• Responsible for oversight of the vaccine depot in alignment with the expectations and guidelines of the Ministry of Health.
• Responsible for the direct supervision of assigned staff.
• Provides input into documentation and quality assurance measures and ensures that action is taken in response to clerical and process issues.
• In collaboration with the DAA/Manager(s), ensures efficient administration and service delivery through the effective leadership of a team where applicable.
• Contributes to the determination of the philosophy/goals and objectives and the overall strategic direction of the administrative area in consultation with the DAA.
• Supports the DAA/Manager(s) and the team(s)/service area(s) in the development, implementation, and monitoring of policies, procedures, and program or operational plans.
• Supports the DAA/Manager(s) in the development, maintenance and adherence to inter-agency protocols or other documentation to facilitate communication amongst external agencies.
• Provides backup support for the DAA/Manager(s) in their day-to-day administrative issues.
• Responsible for maintaining professional competence via participation in appropriate professional development.
• Participates in divisional management meetings regularly or when requested.