- Job ID: 46348
- Job Category: Administrative
- Division & Section: Toronto Public Health, PH Communicable Disease Control
- Work Location: 277 Victoria Street
- Job Type & Duration: Part-time, Indefinite
- Hourly Rate and Wage Grade: $33.34 - $36.55, TP0005, Wage Grade: 8
- Shift Information: Approximately 24 hours per week, (Monday to Friday - day shift)
- Affiliation: L79 Part-time Unit B
- Number of Positions Open: 1(one)
- Posting Period: 29-April-2024 to 13-May-2024
Major Responsibilities:
- Performs varied administrative tasks of a general nature for the program and management staff.
- Drafts, proofreads, edits and formats correspondence, organizes files, creates or formats reports and summaries, and takes minutes at meetings.
- Drafts and signs correspondence.
- Coordinates virtual meetings, events, trainings, and schedules electronic calendaring.
- Operates office and computer equipment, including a variety of software packages, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
- Communicates and responds to e-mails and telephone inquiries from staff, the public, and external agencies.
- Provides general information to the public on program services, while providing support to the team.
- Provides customer service to a diverse group of clients from different backgrounds and life experiences, as well as staff and the public.
- Checks work for accuracy and conformity with regulations, policy and procedures, and corrects/resolves outstanding items. Identifies issues and recommends solutions.
- Posts sexual health information on internal software-Knowledgebase
- Coordinates and maintains complex record/retrieval systems. Maintains supplies inventories.
- Proficiency in the set-up, maintenance and management of large volumes of information in electronic systems.
- Carries out data entry functions with speed and accuracy while employing verification techniques.
- Undertakes research, prepares and processes documents/statistical summaries/reports, etc. Assesses and analyses data.
- Prepares RPGS forms for invoices.
- Assists with budget administration for unit.
- Reviews, prioritizes and distributes manager's mail and enquiries as appropriate.
- Arranges business travel including conference registration, accommodation and cash advances.
- Reviews accuracy of expense claims.
Key Qualifications:
Your application must describe your qualifications as they relate to:
- Considerable office administration experience, providing support to a team/program, which includes providing administrative support to management.
- Considerable experience drafting, preparing and formatting reports, letters, memos and recording and transcribing minutes.
- Considerable experience in providing customer service, handling inquiries from the public, clients and/or health professionals, and referring as appropriate.
- Considerable experience in utilizing a variety of Microsoft software programs, e.g. Word, PowerPoint, Excel, and Outlook
- Considerable experience maintaining, retrieving and disseminating information using complex database systems and the ability to carry out data entry functions with speed and accuracy, while employing verification techniques.
You must also have:
- Excellent organizational skills with the ability to work effectively according to procedures and timelines and the ability to set priorities.
- Ability to handle and resolve difficult situations in a professional manner, using knowledge of legislation, regulations, by-laws, policies, practices and procedures and referring as appropriate.
- Ability to deal with confidential information,
- Ability to work in an unbiased, inclusive, non-judgemental, diverse work environment.
- Excellent interpersonal skills and the ability to work effectively and independently as well as a member of a team.
- Ability to communicate effectively both verbally, and in writing with all levels of staff and the public in a clear and concise manner.
- Ability to manage cash and assets including coordination, tracking and reporting.
- Knowledge of Public Health programs and services.
