Business Assistant - Toronto, Canada - Workplace Safety and Insurance Board

Workplace Safety and Insurance Board

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Provide program support and assistance to the supervisor and his/her team in the resolution of multi-faceted issues as related to front line services, staff issues as well as across the WSIB.

Coordinate and manage the budgeting process on behalf of the supervisor and monitor, analyze and report on monthly, quarterly and biannual actuals versus forecast during the budget year for the business unit.

Undertake and manage special projects or studies to facilitate action and/or decision-making relative to cluster/divisional/branch activities or human resources issues.

Key Accountabilities and Responsibilities:

Provide support and assistance to supervisor and management team to facilitate the administration of daytoday activities by:
responding to complaints, identifying issues including sensitive or high profile issues, and resolving or expediting resolution of issues

- following up on outstanding action points, issues, projects and assigning activities/projects to appropriate parties while ensuring completion or resolution
- preparing correspondences, memos for supervisor's approval, as well as status reports on various activities, projects, initiatives
- managing supervisor's calendar (i.e., meetings and appointments) to ensure no conflicts arise including keeping him/her apprised of all changes
- preparing agenda and organizing material for meetings; up-dating supervisor on current issues as appropriate; may accompany him/her to take minutes of meetings

Act as a liaison or client contact to internal and external groups to facilitate effective and efficient communication between the divisions/units and other areas of the WSIB, and to resolve or expedite issues and complaints. Respond to or provide general information on programs, services, corporate strategies and initiatives.
Coordinate and prepare the branch's annual operating and capital budget plan which includes analyzing past and current expenditure trends, anticipating future business needs and forecasting monthly and yearly expenditures; submit recommended budget plan to supervisor for discussion and approval. Monitor and analyze monthly expenses and budget reports and identify and provide variance explanations for any deviances from the original forecast.
Identify and analyze data requirements for the development of ad hoc or weekly/monthly/quarterly operations reports for cluster/divisional/branch management to monitor trends, individual and branch/divisional performance levels, legislative compliance, etc., providing input as to the types of data to be collected or the best methods of illustration or format. Gather and compile the data from various sources as required, such as online computer systems, branch manuals, records, Corporate Data records/systems. Produce reports using software programs such as Microsoft Office, Freelance Graphics, Q&A Database, Khalix.
Participate on committees and in various inhouse projects or studies to facilitate action and/or decision making relative to cluster/divisional/branch initiatives, business needs and activities or HR issues which may include research and gathering of background information, as required.
Liaise with facilities planning and I.S. on issues relating to staff movement and change such as floor design, furniture and lighting requirements, computer hardware and software requirements, security access issues, health and safety issues, in order to facilitate the efficient and effective operation of the unit.
Act as security administrator to cluster/divisional/branch staff for all online computer systems (TSO, Imaging, CICS, ACES, SharePoint, etc.) by ensuring staff have appropriate access to systems as per approved guidelines; resetting passwords, authorizing new/revised security access, authorizing financial profiles for staff and management to process WBS online payments, generating violation error reports to monitor and identify misuse or inappropriate attempts to access online systems.
Develop and maintain cluster/divisional/branch SharePoint Site by:
ensuring that all contact information and outlines are up-to-date

- ensuring that all libraries (document, links, etc.) are updated and fully functioning

Job Requirements:

Education (Level and Specialty / Discipline):
College diploma
Experience (Years of Related Experience and Type of Experience):
3 years

Our commitment to equity, diversity and inclusion
We respect and value the diversity of our people. We strive to create an environment where employees can be themselves and where our differences are celebrated.

The WSIB is committed to being accessible and inclusive, and following barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA).

Should you require accommodation through any stage of the recruitment process, please let us know when we contact you and we will work with you to meet your needs.

**Disclosing conflict