Contribute to the City of Hamilton, one of Canada’s largest cities – home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
JOB POSTING
JOB ID #: 20695
Administrative Assistant II – Associate Medical Officer of Health – REPOST
Healthy & Safe Communities
Medical Officer of Health
NUMBER OF VACANCIES: 1 Full-Time Temporary
UNION/NON-UNION: Non Union Mgmt Professional
HOURS Of WORK: 35.00 per week
GRADE: 2
SALARY/HOUR: $31.969 – $37.391 per hour
STATUS/LENGTH: Full-Time Temporary for up to 10 months.
Job Description ID #: 4015
Summary Of Duties
Reporting to the Associate Medical Officer of Health, provide confidential administrative support on a range of administrative issues. Work with a minimum of supervision on multiple activities and ensure deadlines are adhered to and established procedures followed.
Participate in the acquisition of administrative services such as office space, supplies, office equipment and telephone services.
Provide guidance to support staff within the Division and participate in the recruitment process for junior staff as and when required.
GENERAL DUTIES
Provide confidential administrative support to the Associate Medical Officer of Health.
Assume responsibility for all routine administrative details within the Office of the Associate Medical Officer of Health.
Participates as an active member of the Public Health Administrative Support Team to coordinate, ensure consistency in, identify and recommend solutions to issues related to administrative matters across Public Health Services.
Assist in business and administrative matters such as responding to enquiries and processing confidential matters.
Prepare, compose and proof-read correspondence and reports on a variety of matters, both confidential and routine. Draft replies on routine and non-routine matters for the consideration of their supervisor. Takes minutes for meetings as requested.
Monitors, triages and actions email and regular mail of their supervisor; opens and redirects unidentifiable mail.
Schedule appointments and manage the calendar of the Associate Medical Officer of Health.
Participate in and organize meetings by coordinating agendas, recording and transcribing minutes, following up on action items, managing logistics and meeting delegations.
Coordinates vacation, assignment, coverage and on-call schedules, connecting with staff across the department as required.
Answers and triages inquiries, including phone calls and written communications. Respond to inquiries and liaise with local officials, local boards, government agencies, outside organizations, internal staff and the general public and follow-up as needed.
Ensure timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account numbers, availability of funds and ensure procurement policies are followed.
Review purchases made to ensure accuracy in transaction listings. Under the supervision of the Associate Medical Officer of Health, investigate discrepancies and submit journal vouchers.
Participate in the City, Hamilton Health Sector and/or Public Health Emergency Control Group responding to municipal emergencies and catastrophic events as administrative support to the Control Group as assigned.
Maintain records for the Associate Medical Officer of Health office on attendance and vacation for Associate Medical Officer of Health and staff.
Co-ordinate and arrange all travel, conference and course arrangements as required.
Assist in processing of Board of Health reports, providing information on Board of Health templates, and feedback on consistency of use to the Associate Medical Officer of Health. Finalize formatting and coordinate final submission with the Administrative Coordinator.
Develop and maintain confidential and information filing systems and appropriately manages records according to corporate policy.
Provide back up to other Administrative Assistant II’s within the Department.
Provide back up to Administrative Coordinator within the Division as required.
Perform other duties as assigned with minimal supervision and direction.
Coordinate dissemination of information to staff and external partners.
Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Assist in business and administrative matters in support of the Medical Director of Sexual Health Clinics.
Assist in business and administrative matters in support of the Site Director of the PHPM Residency Training Program.
Qualifications
NOTE: Flexibility to work extended hours when necessary.
NOTE: The successful candidate will be required to provide immunization records, which may include TB testing prior to the start of employment to meet the requirements of the Staff Immunization and Surveillance Policy and Procedure.
Senior QA Automation Engineer – Full Stack You need to be a self-starter willing to take on a large existing...
Apply For This JobPosition Overview: Our client is seeking an experienced and dynamic President/CEOto lead a Manufacturing company that is backed by a...
Apply For This JobOur client is hiring a Chartered Accountant (CPA) with 5+ years of Accounting experience, preferable with a strong background in...
Apply For This JobJob Title PLM Deployment Admin Job Description (Define At least 6 points which candidate is supposed to do) · Deployment...
Apply For This JobOur firm emanates with pride over our ability to offer jobs with personal and professional development opportunities, uncapped growth potential,...
Apply For This JobData Analyst (Canada) To apply, please include a cover letter and resume describing your experience, interest, and what you will...
Apply For This Job