Job Specification

Purpose of Position :

Performs a variety of administrative work for a specific local Service Area Office, Manager, Inspectors, and other staff within the broad geographic SAO area, as well as supporting other Administrative Assistants within the Branch as required.

Duties / Responsibilities :

Inspection Support

• Monitors and maintains computerized database programs used by Long Term Care Homes Inspectors, including entering, updating and manipulating data with database programs, maintaining intake database, creating tables and queries, filtering and sorting data to create and provide a range of statistical and ad-hoc reports. Gathers data from online databases, online files and records to support responses to a range of Freedom of Information, MPP/MP and Minister's Office requests, ensuring timelines and service standards are met.

• Coordinates the arrangement of Inspectors' work schedules for inspections and monitors and maintains Inspector work log scheduler as well as tracking numbers of inspections, length of time of inspections and numbers of outstanding inspections. Ensures the preparation and maintenance of Resident Quality Inspection (RQI) toolkits, including ensuring materials are up to date (including inspection materials and checklists, USB memory stick, portable printer, supplies, etc), ensuring RQI toolkits are in RQI bags and ready as needed by Inspectors.
• Coordinates the logistical arrangements for travel and accommodations, room bookings for meetings and conferences, video/teleconferences, including booking of boardrooms and required equipment, for Inspectors.
• Prepares inspection report packages for public release and reviews reports to ensure no confidential information is included (e.g. resident or staff personal information) and prepares reports for emailing and scanning for uploading, tracks progress of inspection reports after inspections, sending reminder emails and identifiying delays in the preparation of inspection reports to the appropriate staff member.
• Communicates by email with LTCH Administrator after completion of Resident Quality Inspections (RQI) to convey information about the completion of the LTCH Post-RQI Satisfaction Survey and the link to an on-line survey tool.

Administrative Support
• Coordinates and manages the calendar and appointments for the SAO Manager and assists with making travel and accommodations arrangements. Assists in booking meeting rooms/locations, preparing agendas, compiling and distributing related background materials as appropriate. Attends meetings and prepares minutes for regular SAO team meetings, as well as ad-hoc requests for reports/information.
• Responds to incoming telephone calls received from a range of stakeholders, both internal and external, including members of the public and provides responses, records appropriate information/messages, seeks clarification as necessary and directs calls/inquiries to appropriate staff member and/or program area, based on urgency/priority of call or request. Identifies urgency and priority of calls/inquiries based on own knowledge of the functions of the Long-Term Care Homes program, relevant legislation/regulations, terminology, processes and procedures. Ensures a high quality of customer service is provided and meets customer services standards.
• Receives, opens, sorts and distributes incoming mail for the SAO Office and prepares outgoing mail and courier services. Manages ministry correspondence and filing systems (electronic and paper), ensuring information/data and files can be retrieved as requested.
• Provides general administrative and financial support services including calculating and reviewing travel claims, checking and processes invoices, and p-card reconciliations. Performs purchasing and supply functions including authorizing purchases with an assigned Ministry purchase card, coordinating purchases, performing monthly reconciliation, completing SODO requests for self and staff.
• Supports the administration and processing of branch human resources information/documentation (e.g. recruitment, vacation schedules, attendance). Arranges the opening/closing of staff WIN accounts, pass codes and email addresses.
• Maintains inventory of assets and controls for the local office, transferring or disposing of surplus items according to corporate guidelines, maintains computerized records of new assets and arranges for the removal or storage of surplus items.
• Establishes and maintains a local file system (manual and electronic), including archiving of files in accordance with records retention guidelines and standards. Updates contact/mailing lists, maintains procedures manuals, monitors/orders stationary supplies, operates photocopiers, fax machines and maintains office equipment.
• Prepares/composes general correspondence, emails on behalf of SAO management and inspectors.

Staffing and Licencing :

N/A

Knowledge :

Job requires knowledge of:
• Administrative service principles, methods and practices and government/ministry administrative policies, directives, standards and guidelines to provide administrative services for the branch.
• Government/ministry systems (electronic and paper) and processes related to the administration/processing of human resources documents, purchasing requisitions, and invoices/expenses claim payments.
• Branch and Inspection Program mandate, structure, programs and services and general knowledge of the division to determine priorities, respond to inquiries, administer calendars/schedules with competing timelines/deadlines.
• Long Term Care Homes Act and regulations and terminology as well as an overview of the services and functions of long term care homes to respond to/refer inquiries from a range of stakeholders, determine priorities of inquiries/requests received, provide a range of administrative services to support Long Term Care Home inspections. General knowledge of Personal Health and Information Protection Act (PHIPA) to ensure confidentiality of information.
• Capabilities and operations of various systems and software programs including word processing, database management, spreadsheets, presentation software, organization chart applications, and any ministry specialized administrative systems to administer various office computerized administrative systems and to prepare reports, correspondence, corporate organization charts and presentations
• Operation and maintenance of standard office equipment (e.g. multi-function machines, mobile printers, telephone equipment needs, fax machines, photocopiers, etc) including general training to staff on the use of these machines.
• Computerized and hard copy records systems and archives and records schedules to establish and maintain local manual and electronic files and an inventory of assets and supplies.

Skills :

Job requires:
• Reasoning and organizational skills to determine what matters should be given priority when performing a variety of different administrative responsibilities with conflicting deadlines, and to respond effectively to fluctuating work load demands
• Judgement and analytical skills to review incoming correspondence and information requests and refer to the appropriate staff member, and to determine the nature of calls received from internal and external contacts and provide appropriate general information
• Judgement and written skills to take minutes of meetings and document actions required
• Organizational skills to compile information for meetings, correspondence responses and presentations
• Organizational skills to prepare inspection report packages for public release, scan for spelling, format, etc., courier, email and scan for upload to public website
• Organizational and analytical skills to track inspections and status of inspection reports to identify outstanding reports and follow-up with SAO Manager.
• Attention to detail to review/proof read documents for accuracy and completeness. Reasoning skills to select the appropriate format for the preparation of a variety of documents.
• Arithmetic skills to calculate employee attendance reconcile/balance petty cash expenditures and check/verify calculations on expense claims and invoices.
• Analytical, evaluative and computer skills to gather and manipulate data in database programs, create tables and queries, filter and sort data and produce reports.
• Reasoning, evaluative and problem solving skills in arranging meetings, including video/teleconferences, and travel, scheduling inspections and managing schedules and calendars to identify what matters are important and urgent and should be given priority.
• Verbal communication and interpersonal skills, diplomacy and tact to respond to general inquiries from a range of internal and external stakeholders and to participate and work collaboratively as a member of the inspection program administrative team
• Written communication skills to compose/ prepare correspondence, documentation, emails.
• Computer skills to prepare documents/slide decks/correspondence, etc., cut and paste data from data base files into excel spreadsheets or other documents using a variety of word processing, data base, spreadsheets, presentation and inspection and ministry specific software applications

Freedom of Action :

Freedom of Action:
The position works in accordance with established and government/ministry administrative policies, procedures and standards under the direction of the Manager, Administration with coordination and technical guidance provided by the Administrative Coordinator and instructions from the Branch Director/SAO Manager. The position exercises judgement by selecting and determining which matters can be handled independently and which should be referred to the Administrative Coordinator, Director/SAO Manager or other program staff. The position exercises judgement in the coordination of meeting arrangements, materials requirements, and in the provision of general information in response to inquiries to the branch/section. The position exercises judgement to update and manipulate data with database programs and create tables and queries, filtering and sorting data to create and provide a range of statistical and ad-hoc reports, as well as track progress of inspection reports through phases of inspection and follow-up with delays. Work is reviewed by the SAO Manager for accuracy, thoroughness and good judgement. The position consults with the SAO Manager to clarify priorities.