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Executive Assistant, Temporary Full-time, Non-union

Competition #: 0029-24

Position: Executive Assistant, Non-union

Status: Temp, Full-time (up to 18 months)
Union: Non-Union
Division: Office of the Medical Officer of Health
Department: Office of the Medical Officer of Health
Location: Port Hope
Compensation: $74,270 - $84,879
State Date: ASAP

Deadline to Apply: Monday, July 8, 2024 at 4:30 PM

Position Summary:

As a member of the Office of the Medical Officer of Health, the Executive Assistant is accountable 
to the Medical Officer of Health for providing confidential administrative support to the Medical 
Officer of Health, Board of Health, the Executive Committee and the Management Committee in 
assigned program areas in order to support the Ontario Public Health Standards (OPHS) 2018 and 
other duties as assigned by the Medical Officer of Health. 

As a member of the Health Unit Executive and Management committees, the Executive Assistant 
acts as Committee Secretary to the committees. The duties are to prepare and post the agenda and 
to record, prepare and post the minutes. 

As administrative support to the Board of Health, the Executive Assistant acts as Board Secretary. 
The duties are to prepare and post the agenda; record and post the minutes; and draft summaries of 
meetings. The Executive Assistant also provides technical and general support to Board of Health 
members. 

Duties and Responsibilities
Administration and Human Resources
  • Provides confidential administrative support to the Medical Officer of Health. This may 
    include but not be limited to: preparation and circulation of correspondence and reports; 
    scheduling of meetings; maintenance of filing system
  • As recording secretary, prepares and circulates agenda and supporting documentation for 
    Board of Health, Executive, Management, and Strategic Planning Committee meetings. 
    Books the meeting room space and communications equipment. Arranges for 
    refreshments as required. Attends meeting and records minutes, prepares and distributes 
    minutes.
  • Drafts, maintains and updates Board of Health and Organizational Policies and Procedures.
  • Monitors and maintains a review schedule of all policies and procedures to ensure 
    requirements under the OPHS are met.
  • Ensures latest electronic copies of all policies and procedures are available online. 
  • Ensures that all corporate minutes and communications are archived, catalogued and 
    backed-up electronically in the appropriate systems.
  • Reviews and sets priorities for the follow up of decision items, including mail, telephone 
    and electronic messages for the Medical Officer of Health and the Board Chair and 
    maintains a follow up system for outstanding issues.
  •  As review lead for program-related agreements/contracts/MOUs, reviews for terms, 
    reporting requirements, financial arrangements, legal and financial risks, alignment with 
    policies and procedures, and conflicts of interest.
  • Assists the Medical Officer of Health in gathering information, coordinating required 
    material and preparing for meetings, presentations and other scheduled activities.
  • Drafts correspondence, reports and speaking notes for the Medical Officer of Health and 
    the Board Chair, as required.
  • Receives and directs calls appropriately to others inside and outside HKPR District Health 
    Unit, and provides general information regarding HKPR District Health Unit programs and 
    services, as requested.
  • Ensures relevant reference material and mailing and distribution lists are up-to-date for the 
    MOH office.
  • Makes registration, travel and accommodation arrangements for the Medical Officer of 
    Health and Board of Health members as required.
  • Sponsors staff requests for CNPHI membership.
  • Commissioner for Affidavits
  • Assists the Medical Officer of Health in the facilitation of applications under the 
    Mandatory Blood Testing Act.
  • Maintains log of NOPPs (Notifications of Potential Problem”) and follows up for 
    completion.
  • Works in accordance with the National Standard of Canada for Psychological Health and 
    Safety in the Workplace.
  • Consults with the Chief Nursing Officer on matters related to professional practice 
Professional
  •  Maintains competency in executive administrative support, through attendance at 
    appropriate workshops, seminars and private study.
  • Liaises with staff, members of the Board of Health, staff from other agencies, ministries 
    and municipalities as appropriate.
  • Fosters/maintains effective internal and external public relations, and responds to requests 
    in a courteous and timely manner. 
Financial
  •  Completes requisitions as required.
  • Submits honorarium and mileage reimbursement requests for Board of Health members to 
    Payroll.
Program
  • Back-up for uploading program and financial reports to the Ministry of Health’s 
    SharePoint site via password access and responding to announcements from the Ministry 
    of Health related to performance indicators and the Annual Service Plan. Response may 
    include: downloading reports or documents; verifying information; following up with relevant Health Unit staff for information; and/or uploading reports or documents.
  • Maintains subscriptions for, and circulates information from associations (alPHa, OPHA, 
    CPHA etc.) as required.
  • Participates in the implementation of the emergency preparedness and response plan 
    as assigned.
  • Complies with the Provincial Infectious Diseases Advisory Committee’s relevant 
    best practice documents. 
Physical
  •  Works in a safe manner as required by Occupational Health and Safety legislation.
  • Performs work in an environment with occasional exposure to minor and/or little exposure 
    to major disagreeable conditions.
  • Does light physical activity of long duration and medium physical activity of intermediate 
    duration.
  • Performs work involving almost continuous periods of mental, visual and/or auditory 
    concentration of intermediate duration and/or frequent periods of long duration.
  • Detects and works toward eliminating health hazards in all assigned areas. 
Qualifications
1. Education

 A minimum of two years post-secondary education or equivalent combination of education 
and experience. 

2. Experience

 A minimum of five years administrative assistant experience at a high level of 
responsibility. 

3. Other
  • Proficiency with current Microsoft Office or equivalent, and Internet-based applications
  • Demonstrated organization, planning and coordination skills
  • Demonstrated ability to compose effective correspondence and summarize complex reports
  • Excellent meeting organization and note taking skills
  • Excellent organizational and time management skills
  • Demonstrates exceptional interpersonal skills and the ability to work under pressure
  • Valid Driver’s License and access to a vehicle
  • Current and satisfactory Criminal Records Check and Vulnerable Sector Check
  • Proof of immunizations required by HKPRDHU
  • Satisfactory completion of probationary period (6 months) 

Haliburton, Kawartha Pine Ridge District Health Unit is committed to doing our part in the fight against COVID-19 and other communicable diseases. All HKPRDHU employees are required to provide proof of having received three (3) COVID-19 doses and an annual influenza immunization before date of hire. HKPRDHU recognizes its obligations pursuant to the Ontario Human Rights Code and will provide accommodation where such requests are authorized by the Medical Officer of Health.

 

Accommodations are available, upon request, to support the participation of persons with disabilities in the recruitment process. All recruitment documents are available in alternative format, upon request.

Qualified applicants are invited to send a resume and cover letter to:

Human Resources
Haliburton, Kawartha, Pine Ridge District Health Unit
200 Rose Glen Road
Port Hope ON L1A 3V6
Tel: 1-866-888-4577  Fax: 905-885-9551
E-mail: jobs@hkpr.on.ca

We would like to thank all applicants in advance and advise that only those selected for an interview will be contacted.

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