Administrative Assistant To The Moh

Administrative Assistant to the Medical Officer of Health (MOH)

Health Services - Office of the MOH

Status (1) Regular Full Time

Salary Range 65,480.00 - 81,849.00 per annum (plus comprehensive benefits)

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

Location7120 Hurontario street, Mississauga, ON

Hours of work 35 hour/week

Who we are  The Region of Peel is seeking an Administrative Assistant professional to provide confidential administrative support to the Medical Officer of Health (MOH) and liaise with all divisions of Peel Public Health, the department, other Regional departments, including the Executive Office, and external local, provincial, national and international governments and agencies.

What you will do in this role

• Scheduling guests
• Automatic enrolment into OMERS pension plan (where applicable)
• Co-ordinate, review and track Public Health reports for Health Services Integration Committee (HSIC) and Regional Council meetings
• Assist the Medical Officer of Health (MOH) with administering the business affairs of Peel Public Health
• Author routine correspondence
• Co-ordinate, organize and plan MOH’s time and work, prioritizing and scheduling tasks to meet daily competing and shifting priorities
• Preparing and distributing agendas and minutes
• Demonstrate strong customer service skills (be politically astute, tactful, diplomatic, and flexible in dealing with clients and stakeholders)
• Maintain confidential personnel files for the MOH’s direct reports, including Public Health Directors, Associate Medical Officers of Health, OMOH Advisors, Administrative Assistant to the MOH and OMOH Coordinator
• Respond to telephone messages and e-mail requests from Regional staff, Regional Councillors, Peel citizens and other external agencies (as referenced above), including calls pertaining to emergency situations, ensuring that urgent calls are screened and forwarded to the appropriate area.
• Review, perfect and distribute public health updates on behalf of MOH to internal departments, Councillors, and external agencies
• Accrue Vacation on a monthly basis (where applicable) up to 3 weeks per annum
• Assist with budget preparation including the tracking of expenses throughout the year for budget purposes, as well as monitoring monthly financial statements for the MOH’s cost centre
• Supportive leadership and a culture of respect and inclusion
• Have excellent time management and multi-tasking skills, in order to manage changing priorities and competing deadlines
• Handle weekly Public Health Leadership Team (PHLT) meeting logistics including
• Annual performance review and merit increases based on performance (non-union/ where applicable)
• Provide orientation, training, coaching and mentoring to new administrative staff in OMOH
• Prepare PowerPoint presentations for MOH
• Receive and forward for action and follow up, correspondence and documents addressed to MOH from Public Health Leadership Team (PHLT) members, Regional staff, Regional Councillors and external agencies
• Work well independently in a fast-paced environment
• Provide backup administrative support to Associate Medical Officers of Health (AMOHs), Physician Outreach Specialist and Research and Policy Analyst, as needed
• Maintain a follow up procedure to monitor deadlines, organize and maintain a bring-forward file to ensure relevant background information is available for MOH’s meetings
• 2 year college diploma in Office Administration (Executive program), and additional courses in Computer Applications, Principles and Techniques for Administrative Management and Communications
• Receive and review all incoming correspondence, determining what goes through to the MOH and what is delegated to Associate Medical Officers of Health, Public Health Directors or other Regional Departments
• Control the information flow to and from the MOH office, ensuring the appropriate and timely handling of mail, email, requests, reports and documents
• Prepare and/or format memos, reports, presentations and correspondence for MOH, according to industry and Regional standards for professional quality
• Flexible hours supporting your wellness and wellbeing (non-union)
• Comprehensive Health, Dental, Vision benefit plan (effective start date) (Non-union LTC, RFT, RPT)
• Be a self-starter, takes initative
• Liaise, co-ordinate, and schedule up high level, confidential meetings, presentations, calls and visits with external agencies
• 3 Paid personal days and floating holidays (non-union)
• Manage any recruitment for MOH re hiring of AMOHs, Public Health Directors and OMOH staff
• Prepare and submit bi-weekly time sheets for permanent part-time and student personnel
• Escalate Human Resources issues for the Medical Officer of Health by providing support in dealing with these issues, (set up private meetings and calls; manage correspondence for highly sensitive personnel files)
• Following up agenda and action items
• Research and gather information and background materials for MOH to respond to electronic, phone and direct requests. These request may come from Public Health Directors, the CAO, Regional Councillors, and/or external partners
• % in lieu of benefits (LTC, short term contracts no benefits)
• A minimum of 5 years in progressively senior administrative office support positions, including urgent response experience
• Ensuring proper documentation is received and distributed to PHLT
• Manage vacation, sick day, personal time, and lieu time entries in PeopleSoft for Public Health Directors and MOH Team
• Possess a high level of proficiency in TEAMS, SharePoint, OneDrive, Word, PowerPoint, Excel and Outlook
• Attending meetings and recording minutes
• Access to tuition reimbursement (where applicable) and learning and development resources
• Arrange and coordinate all workshop, seminar and conference registrations, including travel arrangements for MOH
• Manage financial matters such a P-card reconciliations, expense claims, cell phone invoices, and the renewal of memberships in professional organizations (alPHa, UPHN)
• Plan and manage MOH’s participation and involvement (including membership, meeting requests and logistics, presentation requests, and travel arrangements) on external national, provincial and local committees