Administrative Assistant to the Director

Administrative Assistant to the Director, Family Health

Health Services, MOH, Family Health

Status: Regular Full Time

Salary Range: $71,549 - $89,436 per annum (plus comprehensive benefits)

Hiring Range: $71,549 - $80,493

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

Location: 7120 Hurontario Street, Mississauga

Hours of work: Monday to Friday, 8:30am to 4:30pm 

Reporting to the Director of Family Health, 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.

What you will do in this role: 

• Monitor electronic inbox to and from the Director's office
• Organize file systems in SharePoint, prioritizing, organizing and scheduling appointments, meetings, deadlines, etc.
• Maintain Divisional policies and procedures, ensure the completion of annual updates and upload to central SharePoint folder
• Accurately prepare cheque requests, on-line purchase requisitions, general ledger entries, input payments and journal entries
• Maintain the divisional Position Management database (team restructuring, transfers, new hires, inactive and contract positions)
• Ensure divisional orientation presentations are updated semi-annually, and organization charts are current
• Ensure divisional staff and management telephone and distribution lists are current
• Update divisional FTE (full time equivalent report) monthly for the Financial Support Unit
• Research and respond to complaints, managing routine correspondence and requests
• Prepare agendas and record minutes of meetings and ensure appropriate follow up on action items
• Actively participate in Health Leadership Team Admin meetings, activities and trainings
• Determine type and complete document execution forms and routing to obtain appropriate signatures for Ministry funding agreements, community partner agreements and external contractors
• Prepare and coordinate documents for DocuSign
• Arrange travel and accommodation requirements for Director and staff attendances at conferences
• Provide coverage and coordination with the Administrative Assistants in the Public Health Division
• Format, proofread, edit and maintain SharePoint/EIM version control of Council reports in eScribe and route final version for signature by Medical Officer of Health
• Assist Director in the preparation of divisional budgets, compile information for quarterly reports and supporting documentation
• Post Seniority list (twice a year) and assist Manager AAs Public Health in any query relating to calculation of seniority
• P-Card reconciliation as per Regional policy for Administrative Assistant and Director’s P-Card
• Provide program and administrative support to committees within and across the division when required
• Liaise independently with external partners and Regional staff with professionalism, discretion and diplomacy
• Work in a self-directed manner within a collaborative team environment, with multiple tasks and shifting/changing priorities
• Liaise with the Divisional Director, Managers, Supervisors and their Administrative Assistants/Supports to support the Divisional Management team in carrying out their day-to-day business, projects and planning activities
• Ensure timely and sensitive paperwork is processed in an efficient manner; actively managing a follow-up system to ensure work proceeds in a smooth manner
• Ensure timely and accurate entry of data into HRMS for Electronic Job Data, Staff absences, vacations, lieu time, STD and other requests from Director, Manager/Supervisor

 What the role requires:

• A satisfactory Level 1 Criminal Record Check obtained directly from a police station (third-party background checks will not be accepted)
• Successful completion of a post-secondary administrative studies program plus a minimum of three years relevant experience
• Combination of education and experience may be considered

 Skills/Abilities: 

• Advanced MS Office applications, especially MS Word, Excel, PowerPoint, Visio, SharePoint and OneDrive and SAP Success Factors
• Excellent verbal communication skills
• Strong writing skills
• Proven ability to problem-solve and be proactive
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

 Nice to have:  

• Previous experience working for a manager, director or executive level position
• Knowledge of Peel Public Health’s structure, programs and services

 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 starting at 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 

 Be Bold. Think Big. Join Us.

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

In this role, you’ll benefit from the flexibility of a hybrid work arrangement that prioritizes meaningful in-person connection. A minimum of two days per week on-site is expected, with additional in-person presence as operational needs evolve. This arrangement allows for a blend of in person and hybrid work that adapts to support both organizational priorities and employee flexibility and is subject to change over time.

It's important to note that your off-site work location must be within the province of Ontario. This ensures that we're compliant with all regulations and policies.

Interview: Our recruitment process will include video technology

Kindly ensure to regularly monitor your spam and junk email folders, as important communications regarding your application may be directed there.  

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

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 200,000 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 6,700 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 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.

Peel Region 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.

Peel Region 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 zzg-hrtalentacquisition@peelregion.ca 

Please be advised, Peel Region uses email to communicate with applicants for open job competitions and does not use AI technology in any part of the recruitment process. 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.