Office Assistant (Data) #23-149 (Job opportunity)

Full-time Permanent –Recruitment #23-149 (CUPE)

Division: Health Protection

Location: Main Office – 1300 Paris St., Sudbury

Work Location Arrangement: Fully On-site – the position requires 100% on-site placement; it is operationally dependent based on established criteria; remote work is not an option.

Salary: $25.18 – $28.82 per hour (as per CUPE collective agreement)

Position summary:

We are currently seeking a highly motivated Office Assistant professional to contribute to our organizational mission of working with our communities to promote and protect health and prevent disease.

Reporting to the Administrative Assistant, the Office Assistant Data Entry works closely with the Control of Infectious Diseases and Vaccine Preventable Diseases program staff and supports the Manager by providing daily, weekly and monthly vaccine data reports and is responsible for submitting monthly billings to the Ministry of Health.

The Office Assistant Data Entry is also responsible for maintaining and building relationships with community partners including doctors, Indigenous Health Centres, walk-in clinics, office administrators, school boards, district office staff, and Public Health Nurses working in the Control of Infectious Diseases and Vaccine Preventable Diseases programs.

This assignment also performs the function of back up for the Office Assistant Data Entry responsible for vaccine inventory as well as Intake, Office Assistants

Responsibilities:

• Provides general support to the division/agency.
• Maintains confidentiality and/or security of information.
• Communicates clearly, appropriately and effectively with the public and staff in a courteous and tactful manner.
• Provides/directs required or relevant information to appropriate individuals on an ongoing basis and refers non-routine requests to the appropriate staff.
• Inputs information, types, proofreads, and formats correspondence and documents in a clear, accurate, and concise manner.
• Operates office machinery, audio-visual equipment, etc., to achieve required results and troubleshoots problems as required.
• Records minutes at meetings as required.
• Maintains paper and electronic records/files/databases.
• Compiles, tabulates, and prepares statistical data and runs reports as required.
• Works cooperatively and effectively with team members, other staff, and suppliers.
• Attends meetings and participates on relevant agency committees as assigned.
• Assists with planning and preparation of activities/events including registrations, catering arrangements, facility and equipment bookings, etc.
• Contributes to the development of program plans and develops, plans, implements, coordinates, and evaluates assigned projects in consultation with the manager and other team members as required.
• Participates in the orientation of staff, students, volunteers, and others as required.
• Provides input into the budget process upon request.
• If a designated first aid responder, provides first aid and/or administers Naloxone if needed.
• Supports the division as SharePoint super user.
• Supports the division as Record Steward.
• Participates in the development of the agency’s strategic plan, goals, objectives, and program/service activities as required.
• Reflects agency’s mission, vision and strategic priorities in day-to-day work.
• Understands and incorporates the social determinants of health in programming.
• Provides input for the ongoing development of program policies and procedures at the agency, division, program, and team level.
• Works collaboratively as a multidisciplinary team member that may include students and volunteers, to meet established goals and objectives.
• Keeps direct supervisor up-to-date on salient events and issues related to assigned responsibilities. This may include divisional monthly and annual reports.
• Demonstrates professional conduct and communication in interactions with others.
• Demonstrates strong interpersonal skills including effective problem solving, conflict resolution, negotiation, and mediation skills.
• Maintains professional competence via appropriate continuing education and self-directed study.
• Focuses on building community relationships, networks and coalitions, and provides consultation specific to agency programs.
• Applies appropriate technology to comprehensive programming (i.e. use of computerized health information and resources).
• Understands and implements procedures for proper collection, creation, storage, access, retention, and disposal of records.
• In a public health response, employees may be temporarily assigned alternate duties which do not exceed the qualifications, skills and abilities of the individual.

Requirements:

• Successful completion of a post-secondary certificate or diploma in Office Administration or similar discipline or equivalent in education and experience.
• Minimum of one year relevant experience.
• Fluency in both official languages is required.
• Must have a personal cell phone (smart phone) with Internet access and be willing to download an application to confirm identity via two-factor authorization.
• Demonstrated and proven ability related to computer database software applications for data entry (Panorama, CIS).
• Ability to act as a liaison between the CID/VPD teams and community stakeholders such as school boards, daycares, directors, and health care providers.
• Demonstrated ability to communicate clearly, appropriately, and effectively with the public and staff in a courteous and tactful manner.
• Must possess knowledge and ability to maintain inventory.
• Ability to compile, tabulate and prepare statistical data and run reports as required.
• Proven ability to complete assignments with attention to detail and accuracy.
• Ability to work with minimal supervision in a busy environment while setting priorities and meeting deadlines.
• Demonstrates strong interpersonal skills, with strength in problem solving and conflict resolution.
• Maintains current Ontario driver’s license and has access to a reliable vehicle with agency required insurance.
• Ability to provide two acceptable identity documents in order to be enrolled/registered in eHealth Ontario.
• Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

Send resumés with cover letter to:

Human Resources, Corporate Services Division
Public Health Sudbury & Districts
1300 Paris Street, Sudbury, ON P3E 3A3

Email: [email protected]

Please include the recruitment number in the subject line.
Please include cover letter and resumé in one PDF or Word document.

Tel: 705.522.9200, ext. 570
Fax: 705.522.5182

Application deadline:

Sunday, June 18, 2023, at 4:30 p.m.