Scheduler/administrative Assistant - Toronto, Canada - Ministry of Health

Ministry of Health

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

The Ministry of Health is seeking an energetic, entrepreneurial and inclusive individual to join the Health Equity Director's Office.

This individual would be responsible for managing the Director's calendar, working closely with the Executive Assistant and providing back-up when needed on critical functions for the Branch.

You would be at the center of it all and a critical member of the Director's Office.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism: We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

Visit the

OPS Anti-Racism Policy and the

OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's

Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?: In this role, you will:

schedule a high volume of competing appointments and events for the Director

- prepare meeting material packages for the director on daily basis
- liaise with various internal and external clients, stakeholders and the public
- manage the assets of the branch, including making the needed ONrequest changes, and supporting the onboarding of new staff
- enter documents into e-approvals and track their progress through effective monitoring and follow ups
- maintain an updated phone and distribution list, including phone records for the Director's Office
- develop and implement branch procedures, i.e. scheduling, correspondence, etc.
- participate in projects related to development and implementation of administrative processes and systems
- maintain computerized scheduling systems, correspondence, other tracking systems and databases
- review, compose and prepare correspondence, and produce varied reports, spreadsheets, meeting minutes, issue sheets and presentations
- coordinate the flow of information by screening incoming mail, correspondence, reports and proposals and then prioritizing and taking appropriate action
- make logístical arrangements for meetings, including travel arrangements, booking rooms, making contacts and organizing packages of materials

How do I qualify?:

Mandatory:
Typing skills to 40 wpm.

Administrative Knowledge and Skills:

- you have knowledge of administrative processes, procedures, methods and practices to assist branch management staff with many competing priorities and deadlines;
- you have experience with scheduling a high volume of competing appointments, meetings, presentations and events and making all logístical arrangements for meetings;
- you have knowledge of systems and processes related to the administration/processing of human resources documents and activities ((e.g. recruitment, contract renewals, vacation schedules, attendance etc.)

Communication and Interpersonal Skills:

- you can maintain ongoing liaison with a variety of internal and external stakeholders to respond to requests for meetings, gather information related to meeting requests, and discuss/negotiate timelines for meetings;
- you can maintain a high level of diplomacy and tact to respond to general inquiries and to participate as a member of the branch/section administrative team;
- you can prepare a variety of written correspondence and review/proof read documents for accuracy and completeness

Problem-Solving, Organizational and Time Management Skills:

you can determine the nature, urgency and appropriate action required to coordinate the Director's/Managers' calendars

- you can determine what matters should be given priority when performing a variety of different scheduling and administrative responsibilities with conflicting deadlines, and to respond effectively to fluctuating work-load demands

Computer Skills:

- you are proficient with various computer software (e.g. Word, Excel, PowerPoint, Outlook etc.) to prepare correspondences, presentation material, reports and spreadsheets etc.

Additional Information:

Address: