Administrative Assistant - 21-0364
Public Health Ontario
Thunder Bay, ON, CAN
2d ago

Title: Administrative Assistant

Department: Public Health Ontario Laboratory - Thunder Bay

Job ID: 21-0364

Organizational Overview

Great people, exceptional teams building a stronger Public Health Ontario.

We are Public Health Ontario (PHO). We live our values as a shared promise to each other, our clients and our partners. We value credibility, innovation, responsiveness, collaboration, integrity and respect. With our partners in Ontario's health system, we monitor and address the needs of the population by providing the scientific evidence and expert guidance that shapes policies and practices for a healthier Ontario. With locations across Ontario, we are working to ensure that Ontario has the strongest public health system in the world so that every day Ontarians wake up in one of the safest places to live in the world.

For more information about PHO, visit

Position Details-

Position Title: Administrative Assistant
Department: Public Health Ontario Laboratory - Thunder Bay
Location: 336 S Syndicate Ave, Thunder Bay, ON
Duration: Permanent
Hours of work: Full-time 36.25 hours per week
Compensation Group: OPSEU
Salary: $24.35 to 27.44 hourly
Posting Date: July 19, 2021
Closing Date: August 2, 2021

Internal candidates will be considered first

Position Summary-

To provide a range of administrative services to support the operations and services of an assigned unit/department.

Key Responsibilities-

  • Provides various administrative services to support the programs, services and/or operations of an assigned unit/department.
  • Coordinates work flow in support of unit/department programs/services/operations.
  • Responds to calls and provides information to contacts regarding program specific administrative processes requiring coordination of information with others to provide services and resolve problems.
  • Coordinates administrative matters for the unit/department (e.g. invoice processing, maintaining supply inventory and purchasing supplies and equipment, contracts, PCard reconciliation, human resource forms).
  • Arranges scheduling and logistics of meetings Establishes and/or maintains filing and related office systems containing letters, memoranda, reports, minutes, regulatory records, or clients' files.
  • Establishes and/or maintains filing and related office systems containing letter, memoranda, reports, minutes, regulatory records or client's files.
  • Supports research administration (e.g., updating commons CVs, coordinating publication materials)
  • Monitors and maintains lists for the unit/department (e.g., generic team/department email accounts; contact lists using specialized software (e.g., within the Stakeholder Relationship Management system).
  • Provides email, calendar, word processing, spreadsheet and related services utilizing specialized software/technology to support the delivery of administrative services including searching, accessing, manipulating, verifying and setting up data and maintaining systems.
  • Contributes to, and provides input into unit business processes/ procedures.
  • Provides back-up support to team members during peak periods, such as data entry or processing of forms and provides coverage for the main reception area as required.
  • Performs other duties as assigned.

Knowledge and Skills

  • Expertise in Word, Excel and PowerPoint.
  • Knowledge of program specific administrative processes, practices, and procedures to provide a range of administrative services in support of service/program delivery.
  • Knowledge and skills in the use of various general office and specialized software (spreadsheet, accounts, database management).

Education and Experience-

  • Completion of a post-secondary secretarial or administrative assistant program.
  • Three years' of related administrative support experience.

Attributes and Competencies-

  • Oral communication and interpersonal skills to respond to calls, liaise with staff across the unit/department/organization.
  • Written communication skills to draft responses to inquiries.
  • Organizational skills to arrange logistics of meetings, coordinate work flow and coordinate other administrative matters.

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