Administrative Assistant to the Manager

Job title: Administrative Assistant to the Manager

Job description: Administrative Assistant to the Manager

Health Services – Communicable Diseases Division

Status: (1) Regular Full Time

Salary Range: $53,110.00 – $66,389.00 (plus comprehensive benefits)

Work mode: (Hybrid)* see below for more details about this work mode.

Location:7120 Hurontario street, Mississauga, ON

Hours of work:35 hour/week

Reporting to the CD Manager, this position will provide confidential administrative support services and work cooperatively with the divisional management team to ensure a proactive, coordinated, and cohesive approach to administrative matters. This position will involve working in a self-directed manner within a collaborative team environment and dealing with multiple tasks, shifting/changing priorities.

What you will do in this role:

• Supports administrative work for people leaders reporting to Manager within the Communicable Diseases Division.

• Maintains appointment schedules, Outlook tasks, and assists with drafting documents
• Manages and handles meeting logistics including agenda preparation and minutes of meetings
• Processes invoices and P-Card reconciliations for manager
• Data entry of staff absences and requests for leave
• Assists management team in the recruitment and onboarding processes

• Supports staff education activities including registration and event organization
• Analyzes and reviews existing processes and suggests new, innovative approaches to maximize efficiency and customer service
• Handles sensitive/confidential documents such as letters of offer, budget, STD/LOA/WSIB claims, and program planning.
• Maintains staff vacancy report
• Run financial reports and participates in budget meetings with Finance

• Maintains IT inventory and training tracking tools
• Liaises with internal departments such as Accounts Payable, Payroll, Purchasing and Human Resources and external agencies and vendors
• Anticipates and responds to requests for information, reports and meetings and distributes as per protocol
• Purchases equipment and supplies for program as needed
• Provides coverage and coordination with the Administrative Assistants in the Divisional Management Team

• Independently networks with divisional Administrative Assistants to review divisional processes, ensure the smooth flow of information, and communicate technical computer information and responses to staff
• Provides program and administrative support to internal and external committees
• Coordinates reports to the Ontario Ministry of Health and Long-Term Care, the Ontario Agency for Health Protection and Promotion and other similar governmental bodies (e.g., monthly OHIP claims)
• Apply Regional policy and collective agreement related to Non-union and Union staff in the CD division.
• Participate in program priority setting and planning meetings as needed.

• Performs other related duties as required.

What the role requires:

• Secondary school graduate plus post-secondary office administrative education or related field combined with a minimum of three years relevant experience or an equivalent combination of experience and education
• Proficiency in MS Office 365 applications, especially MS Word, Excel and PowerPoint, HRMS (SuperUser access), Teams, SharePoint/OneDrive

• Exercises tact, diplomacy, and maintains confidentiality of sensitive information
• Proven ability to problem-solve and be pro-active
• Ability to work in a self-directed manner within a collaborative team environment
• Effective time management and organizational skills and the ability to deal with shifting/changing priorities and competing demands

Skills/Abilities:

• Strong technical skills with ability to adapt to new technology and digital strategies, to support people leaders
• Excellent written and verbal communication skills to interact effectively and professionally with colleagues and clients at all levels
• Strong time management and organizational skills
• Excellent writing skills needed for drafting responses and minute taking

• Excellent customer service and detail oriented
• Ability to anticipate and mitigate conflicts
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias
• Knowledge/experience working with databases and client documentation systems is considered an asset (e.g., EMRs, iPHIS, Panorama)

• Knowledge of CD on-call, clinical services, case and contact management and outbreak management is considered an asset

Perks @ Peel and why you will love working for us:

• Comprehensive Health, Dental, Vision benefit plan including psychological health (effective start date)
• Automatic enrolment into OMERS pension plan (where applicable)
• Accrue Vacation on a monthly basis (where applicable) up to 3 weeks per annum
• 3 Paid personal days and floating holidays
• Flexible hours supporting your wellness and wellbeing
• Annual performance review and merit increases based on performance
• Supportive leadership and a culture of respect and inclusion
• Access to tuition reimbursement (where applicable) and learning and development resources

Work Mode & Job Location: at 7120 Hurontario Street, Mississauga, ON

In this role you will have the ability to work remotely and attend on-site when required based on operational requirements at the 7120 Hurontario Street, Mississauga, ON worksite. The frequency of on-site activities may vary on a weekly basis and based on operational requirements. Your remote work location must be located within the province of Ontario.

Hours of Work: 35 hours per week

The Region of Peel offers job based flexible hours of work that allows employees to manage personal and professional responsibilities while at the same time ensures business operational needs and customer service expectations are achieved.

Interview: Our recruitment process will be completed with video conference technology.

If this opportunity matches your qualifications and experience, please apply on-line.

As part of the Region’s ongoing commitment to health and safety, there are enhanced COVID-19 specific safety protocols and/or personal protective equipment requirements (e.g. masks, eye protection, etc.) in place to help protect health and safety. The additional requirements are determined based on the nature of the work being carried out.

About Us

Peel Region consists of the cities of Brampton and Mississauga, and the town of Caledon. Peel Region delivers essential services to more than 1.5 million residents and approximately 175,000 businesses.

We’re working to create a community that is safe, inclusive, and accessible. A place where everyone feels they belong and can access the services they need to thrive throughout each stage of life.

Our workforce is 6,500 strong and since 1974, we’ve been delivering a wide range of resident focused services. Our services include paramedic services, health programs, long-term care and services for seniors, child care support, garbage collection and recycling, waste water and water treatment, road maintenance, financial assistance, and housing support.

Recognized by Canada’s Healthy Workplace Month® with the presented by Excellence Canada, Peel Region is a place where everyone feels they belong. We strive to develop a workplace that values and respects diversity, practices inclusion, recognizes the unique contributions and abilities of all people and facilitates innovative thinking. At Peel Region, people come first. Each employee has an important role within our community and when we work together, it’s impactful. We encourage you to in delivering essential services and programs to our diverse community. You won’t find a better opportunity than Peel Region.

Additional Information

The Region of Peel is committed to a diverse and inclusive workplace where everyone is respected and valued for their contributions, and where everyone is treated fairly and has opportunity to grow and develop. As one of the most diverse regions in Canada, we are committed to establishing a qualified workforce that is reflective of the population we serve.

The Region of Peel is committed to providing accommodations throughout the recruitment process, upon request. If you require accommodation please notify us and we will work with you to meet your needs. Accessible formats and communication supports are available. Please contact .

Please be advised, the Region of Peel uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the position and your application will be removed from the competition.

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