Administrative Assistant To The Deputy Chief

Administrative Assistant to the Deputy Chief

Health Services - Paramedic Services

Status: (1) Regular Full Time

Salary Range: $53,110.00 - $66,389.00 per annum (plus comprehensive benefits )

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

Location: Fern Forest Paramedic Reporting Station,1600 Bovaird Drive E

Hours of work: 35 hour/week

Reporting to the Deputy Chief this role is responsible for providing administrative support to the Deputy Chief for the day to day and special projects.

What You Will Do In This Role

• Greeting and assisting visitors both internal and external users of our facilities – assisting with meeting and training rooms as requested.
• Assists and acts as back-up to Administrative Assistants to Commanders in Paramedic Services as well as the Chief.
• On behalf of division, participate in coordinated ordering of office supplies and maintaining inventory.
• Manage the Deputy Chief’s calendar/schedule including tracking of assigned tasks to ensure follow-up – responding/rescheduling appointments on Deputy Chief’s behalf – create and monitor appointments for Deputy Chief.
• Handling and management of confidential files, documents and information and assist with obtaining documents or information from various sources.
• Provide exceptional customer service by ensuring the PRPS general telephone line calls are attended to and responded to appropriately by tracking, researching, and following up on action items as required.
• Responsible for carrying out job duties in a safe and healthy manner.
• Ensure the accurate processing of information and documentation as well as research discrepancies for follow up.
• Co-ordinate and follow up with internal and external contacts on behalf of the Deputy Chief.
• Coordinate business expense claims for Deputy Chief.
• Track and monitor budget expenses for specific divisional accounts including reconciling Deputy Chief’s P-Card.
• Maintain bulletin boards to ensure up-to-date information is available to staff and old information is removed and filed as appropriate.
• Manage incoming and outgoing mail (courier, Canada Post, deliveries) forwarding to appropriate persons/sections within PRPS to ensure proper staff action.
• Handling of information and provide highly accurate data entry related to divisional operations as well as completing appropriate entries into human resources software (HRMS) for leaves and returns.
• Coordinate and participate in a variety of meetings including all aspects from scheduling, preparing agendas, setting up, taking minutes, follow up and research on action items as required – includes inter-agency meetings with internal and external partners.

What The Role Requires

• Graduation from a recognized administrative assistant post-secondary program plus two (2) years of administrative support experience or an equivalent combination of education, training and experience
• Proficiency in Microsoft software (Outlook, Word, Excel, PowerPoint) and Visio
• Self-motivated and able to act on own initiative, within the scope of the position’s responsibilities, using good judgment and discretion
• Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature

Skills/Abilities

• Excellent communication skills and time management capabilities
• Ability to multi-task effectively and manage changing priorities
• Superior attention to detail and proofreading skills

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

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

Work Mode & Job Location: Onsite at Fern Forest Paramedic Reporting Station,1600 Bovaird Drive E

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.

You may have seen or heard Peel Region’s presence in the media surrounding the announcement and legislation passed by the Ford government regarding the structure of our municipal government. At Peel Region, we value being open and transparent with our community, and want to ensure you are informed and up to date. Regardless of governance models that support the residents of Peel, skilled and qualified talent is, and will be, needed to deliver services to the community that we serve. Peel Region remains committed to working with all partners, providing information to inform decisions. For additional information and latest updates about the governance announcement, please visit our News Release webpage.

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 s ince 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 Great Employer Award 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 join us 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 [email protected] .

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.