Executive Assistant

Open communication and the healthy exchange of ideas inspire an innovative workplace culture at the Simcoe Muskoka District Health Unit. As an award-winning* organization committed to service delivery excellence, we know that people are our most valuable asset.

Are you a dynamic, results oriented individual looking to join an organization committed to service delivery excellence? Then we would like to hear from you. As an employee at the health unit you will be treated fairly and with dignity and respect. The health unit provides a positive work environment where you are engaged, can freely exchange ideas, communicate openly, be innovative and are encouraged to practice work-life balance.

Our non-temporary employees enjoy:

• Three weeks of vacation, pro-rated from your date of hire (pro-rated entitlement for part-time employees)
• 14 paid days off per year: 13 paid Statutory holidays plus 1 float day
• Up to seven days paid family-related leave in recognition of our employees’ responsibilities to both their children and parents
• 100% employer paid benefits
• A defined benefit pension plan through OMERS
• A generous sick leave program
• In order for employees to attend to individual and family needs the majority of positions at the Health Unit have flexible work hours involving flexible start and end times along with the ability to take up to a 2 hour meal break.
• A seven-hour day, up to 35 hours per week, normally working straight days with compensating time off programs after 35 hours of work per week
• An anytime/anywhere, flexible work environment that supports work-life balance and reduces our carbon footprint. We offer voluntary work from home opportunities, access to work email and voicemail from home, and the convenience of touching down in any one of our eight office locations that is convenient to your individual work day.
• A supplemental employment benefit (SEB) is provided for Pregnancy, Paternal and Compassionate leaves of absence equivalent to the difference between seventy five (75%) of regular weekly earnings and the sum of the weekly Employment Insurance (EI) benefits up to one year.
• A prepaid leave plan is available to employees wishing to spread four (4) years' salary over a five (5) year period to enable them to take a one (1) year leave of absence following the four (4) years of salary deferral.

Purpose of Position:

To provide senior administrative support to the Medical Officer of Health (MOH)/Chief Executive Officer (CEO) including calendar and correspondence management, tracking and follow up, administrative support, and meeting coordination. Responsibilities include coordinating and ensuring that agency-wide information requirements are met in relation to the MOH/CEO functions including documentation and records management. Participates in planning of the Board of Health and Executive Committee meetings and other committees and meetings as required including materials coordination and preparation, minute taking, document management and distribution, action tracking and follow up, and records management. This position provides back up support to the Administrative Assistant to the Associate MOHs and Chief Nursing Officer (CNO).

Responsibilities:

• Provide administrative support to MOH/CEO
• Organize and expedite flow of work through the Office of the MOH
• Coordinate administrative services for the Board of Health and Executive Committee
• Coordinate special project work as required to support Agency and Department objectives
• Provide Human Resource Coordination and Functional Supervision
• Contribute to team and agency effectiveness

Specific knowledge, skills, abilities:

• Advanced skills in Microsoft Word, Excel, PowerPoint andOutlook
• Intermediate skills in Microsoft Access and Visio
• Advanced keyboarding skills including speed and accuracy
• Demonstrated proof-reading skills
• Demonstrated record/data management skills, including the development of electronic and paper filing systems.
• Demonstrated ability to establish and maintain an information/resource database relevant to program or functional unit
• Demonstrated ability to develop and/or format materials and documents in accordance with agency standards including the selection of appropriate graphics and resources
• Demonstrated ability to organize and prioritize work
• Demonstrated ability to manage time effectively and meet deadlines
• Demonstrated ability to manage multiple demands and coordinate the work and schedules of others
• Demonstrated oral communication and interpersonal skills including ability to effectively assess and respond to routine and challenging situations or demands from external agencies, partners, government, and the public
• Demonstrated negotiation and problem-solving skills in relation to balancing staff and public demands and work priorities
• Demonstrated problem-solving and analytical skill with the demonstrated ability to assess and respond to non-routine information/situations/circumstances
• Demonstrated written communications skills including the ability to communicate ideas effectively via email, prepare reports and correspondence for senior management signature, review and edit correspondence and reports, synthesize discussions and take minutes at meetings
• Ability to exercise strict confidentiality, good judgment and diplomacy underpressure
• Basic leadership, team building & facilitation skills, and experience problem solving and priority setting
• Able to work independently within established parameters and to function effectively as a member of a team.

Education: College Diploma - completion of two-year office administration program.

Related Experience: 5-7 year’s relevant progressive experience in senior office administration with proficient office technology skills. Commitment to further academic studies relevant to the position is encouraged.

Preference will be given to candidates with the following qualifications which are considered assets in this competition:

• Experience in editing, updating, and maintaining CMS (Sitefinity) or equivalent website building applications
• Knowledge and experience within the public or not-for-profit sectors
• Experience with multiple-user filing systems
• Able to comprehend the key functions of the agency and support others to work in support of these functions
• Able to work with a wide range of people both inside and outside of the agency

Deadline: 4:00 p.m., Tuesday, March 19, 2024

Visit our website at www.simcoemuskokahealth.org for the email address to send in your resume and cover letter.

If interested in applying for this position, forward résumé with cover letter to Human Resources at referencing posting # 24-11 in the subject line.

Due to the large volume of applications we receive, and to ensure your application is given due consideration, we kindly request all applications for this position include both an up-to-date resume, and a detailed cover letter including specific examples of how you meet the required qualifications and skills for this position. The cover letter is to clearly identify

• How your education meets the educational requirements listed.
• Specific examples of how your experience meets the experience requirements listed.
• Specific examples of how your experience meets each of the minimum requirements of the job listed.
• Specific examples of how your education and/or experience meet each of the preferred assets listed in this competition.

Applicants who fail to satisfactorily provide the information requested above in their cover letter will be deemed to not meet the minimum job requirements listed in this job posting. Accordingly, their application will not be considered in this competition.

If selected for an interview, candidates may be assessed through testing and/or by providing a presentation/portfolio highlighting examples of their work that is applicable to the position being applied to.

Up to date COVID-19 vaccination, as per the SMDHU COVID -19 Vaccination Policy, is an essential requirement of the job. An individual is “up to date” on their vaccinations if they have received all doses recommended by the Ontario Ministry of Health in their primary series of COVID-19 vaccine, including relevant additional doses based on established eligibility criteria. SMDHU is an equal opportunity employer. The possibility of accommodation will be considered during the hiring process.

The Simcoe Muskoka District Health Unit is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment process upon request. Due to the number of qualified applications we receive, only those selected for an interview will be contacted. All candidates must be legally entitled to work in Canada.

Job Type: Full-time

Salary: $38.96-$43.64 per hour

Benefits:

• Dental care
• Extended health care
• Vision care

Schedule:

• Monday to Friday

Education:

• DCS / DEC (required)

Experience:

• Executive Assistant: 5 years (required)

Work Location: In person

Application deadline: 2024-03-19