Administrative Assistant to the Associate Medical Officer Health

This challenging, fast paced position will report directly to the Associate Medical Officers of Health (AMOH). You will provide confidential administrative support services and interact with a dynamic department management and administrative team to ensure a coordinated and cohesive approach to administrative matters.

What you will do in this role:

• Prioritize, organize and schedule appointments, meetings, deadlines, etc.
• Controlling the information and document flow to and from the AMOH office, ensuring the appropriate handling of mail, requests, reports and documents
• Manage routine correspondence and requests with a commitment to high standards of service
• Organize and maintain appropriate reports, files, systems and documentation and actively managing a follow-up system to ensure work proceeds in a smooth fashion
• Prepare agendas and taking actions/decisions of meetings
• Preparing documents including the formatting and distribution of Health Professional Updates, Council Reports and IPHIS Reports
• Using internet databases and other sources to research on various health topics
• Book conferences and travel arrangements
• Coordinate medical resident and medical student placements
• Provide coverage for other Administrative Assistants and manage other duties in the Office of the Medical Officer of Health as needed
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

What the role requires:

• Post secondary administrative studies program or comparable program plus a minimum of three years relevant experience or an equivalent combination of experience and education
• Exceptional customer service experience and ability to interact with internal and external clients at all levels
• Demonstrated strong self-motivation and self-direction within a collaborative team environment
• Knowledge of the Health Department’s structure, programs and services would be an asset

Skills/Abilities:

• Excellent interpersonal and communication skills to deal effectively and discretely with internal and external contacts in a highly confidential manner
• Proven ability to proactively manage multiple tasks and competing demands in a fast paced environment
• Ability to effectively manage time
• Advanced computer skills: MS Outlook, MS Word, PowerPoint, and Excel

• Experience working in a public health, healthcare or government setting
• Knowledge of relevant legislation such as PHIPA, FIPPA and OPHS
• Knowledge and practical use of advanced Microsoft 365 tools including: SharePoint, Microsoft Teams, Microsoft Copilot, Microsoft Lists and Microsoft Loop to enhance collaboration, task management and workflow efficiency
• Awareness of and experience with emerging AI tools

• Comprehensive Health, Dental, Vision benefit plan including psychological health, effective start date
• Automatic enrolment into OMERS pension plan
• 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 and learning and development resources