Employment opportunity: Office Assistant (District Office) – Full-time Permanent – Recruitment #20-065 (CUPE)
Division: Corporate Services
Location: Chapleau Office - 101 Pine St. East, Chapleau,
Salary: $23.30-$26.81/hour (per CUPE collective agreement)
We are currently seeking a highly motivated health professional to contribute to our organizational mission of working with our communities to promote and protect health and prevent disease.
Reporting to Administrative Assistant, Corporate Services, the Office Assistant is an integral member of a multidisciplinary team. They provide a variety of support services necessary to the efficient function of the Chapleau District Office in accordance with the agency’s policies and requirements.
- Acts as frontline by responding to requests for information from staff and the public regarding our programs and services.
- Takes registrations, books appointments and makes reminder calls, as requested.
- Answers telephones and redirects calls.
- Distributes incoming and prepares outgoing mail.
- Maintains general office supplies, postage and division specific supplies.
- Prepares purchase orders.
- Maintains the office and division petty cashes.
- Provides general support to the division/agency.
- Maintains confidentiality and/or security of information.
- Communicates clearly, appropriately and effectively with the public and staff in a courteous and tactful manner.
- Provides/directs required or relevant information to appropriate individuals on an ongoing basis and refers non-routine requests to the appropriate staff.
- Inputs information, types, proofreads, and formats correspondence and documents in a clear, accurate, and concise manner.
- Operates office machinery, audio-visual equipment, etc., to achieve required results and troubleshoots problems as required.
- Records minutes at meetings as required.
- Maintains paper and electronic records/files/databases.
- Compiles, tabulates, and prepares statistical data and runs reports as required.
- Works cooperatively and effectively with team members, other staff, and suppliers.
- Attends meetings and participates on relevant agency committees as assigned.
- Assists with planning and preparation of activities/events including registrations, catering arrangements, facility and equipment bookings, etc.
- Contributes to the development of program plans and develops, plans, implements, coordinates, and evaluates assigned projects in consultation with the manager and other team members as required.
- Participates in the orientation of staff, students, volunteers, and others as required.
- Provides input into the budget process upon request.
- Supports the division as SharePoint super user.
- Supports the division as Record Steward.
- Participates in the development of the agency’s strategic plan, goals, objectives, and program/service activities as required.
- Reflects agency’s mission, vision and strategic priorities in day-to-day work.
- Understands and incorporates the social determinants of health in programming.
- Provides input for the ongoing development of program policies and procedures at the agency, division, program, and team level.
- Works collaboratively as a multidisciplinary team member that may include students and volunteers, to meet established goals and objectives.
- Keeps direct supervisor up-to-date on salient events and issues related to assigned responsibilities. This may include divisional monthly and annual reports.
- Demonstrates professional conduct and communication in interactions with others.
- Demonstrates strong interpersonal skills including effective problem solving, conflict resolution, negotiation, and mediation skills.
- Maintains professional competence via appropriate continuing education and self-directed study.
- Focuses on building community relationships, networks and coalitions, and provides consultation specific to agency programs.
- Applies appropriate technology to comprehensive programming (i.e. use of computerized health information and resources).
- Understands and implements procedures for proper collection, creation, storage, access, retention, and disposal of records.
- In a public health response, employees may be temporarily assigned alternate duties which do not exceed the qualifications, skills and abilities of the individual.
- Minimum of one-year relevant experience.
- Successful completion of a post-secondary certificate or diploma in Office Administration or similar discipline or equivalent in education and experience.
- Demonstrated proficiency in computer software applications and advanced Microsoft Office (i.e. Word, Excel, Outlook).
- SharePoint experience considered an asset.
- Keyboarding skills of 50 words per minute with accuracy.
- Ability to set priorities and meet deadlines of the position.
- Possess well-developed interpersonal and communication skills.
- Demonstrated organizational and multi-tasking skills, accuracy and attention to detail essential.
- Self-directed learner/worker who requires minimal supervision.
- Ability to be an efficient team member.
- Good attendance record and availability.
- Meticulous record maintenance skills with the ability to maintain filing systems and applicable databases.
- Current Ontario driver’s licence and access to a reliable vehicle.
- Proficiency in both official languages is required.
Send resumés with cover letter to:
Human Resources, Corporate Services Division
Public Health Sudbury & Districts
1300 Paris Street, Sudbury, ON P3E 3A3
Please include the recruitment number in the subject line when you email your resume.
Tel: 705.522.9200 ext. 570
August 13, 2020 at 4:30 p.m.
Reference ID: 20-065
Job Types: Full-time, Permanent
Salary: $23.30-$26.81 per hour
- Dental Care
- Extended Health Care
- Vision Care
- Temporarily due to COVID-19