Job Specification

Purpose of Position :

To provide a team of administrative services to support the multidisciplinary management team, including operations, programs, health care and financial & performance management, in order to meet organizational and institutional objectives.

Duties / Responsibilities :

· Provides a variety of general administrative support to managers through the provision of the following services;
· Drafting routine correspondence from brief notes or verbal instruction for signature;
· Preparing from rough draft, brief notes and/or verbal instruction a variety of correspondence/material such as letters, memos, reports, charts, graphs and standing orders which may include a variety of confidential and complex professional reports that utilize a large degree of technical / professional terminology such as classification reports, psychiatric/psychological reports, medical reports, progress reports, inventory reports and financial statements, using a variety of computer software programs;
· Performing various administrative tasks in support of specific program/unit needs as required, including gathering and verifying information, contacting appropriate staff, service providers, and agencies to obtain clarification or share information;
· Performing purchasing and supply functions by coordinating purchases, preparing requisitions, ensuring appropriate authorization codes; forwarding to appropriate responsibility code and contacting vendors; verifying invoices, performing reconciliation and maintaining accurate records, tracking and processing payments and accounts; maintaining petty cash. Purchasing and accounts payable to be performed by distinct individuals as per standard accounting practices;
· Overseeing the flow of information, tracking documents and work through the various areas to ensure information being working on is sent/received;
· Proof reading all documents for accuracy, grammar, and formatting, referring to originator for clarification/approval;
· Preparing and distributing finished products, maintaining a log as necessary;
· Receiving, sorting and distributing incoming mail, attaching relevant files/background information prior to distribution as appropriate and preparing outgoing mail;
· Scheduling appointments, making travel arrangements for managers and booking meeting rooms and necessary equipment;
· Establishing and/or maintaining a local filing system in accordance with records management guidelines and standards; establishing a bring forward system containing letters, memos, reports, minutes, etc.;
· Answering telephone calls, directing calls as necessary and/or taking messages as appropriate; receiving visitors, answering routine inquiries, referring more complex issues to appropriate staff;
· Other duties as assigned.

Knowledge :

Job requires knowledge of general office practices and procedures with respect to filing systems, confidentiality, information distribution; letter/report formats and workload flow to provide clerical support services to various units/areas of the institution. Job requires knowledge of computer software programs such as word processing, electronic mail, spreadsheet, database and presentation applications in order to produce a variety of letters, memos, reports, graphs/tables, charts, tables, statistical compilations, graphics by using a variety of features such as formatting, merging, etc. Job requires knowledge to operate office equipment such as a photocopier and facsimile to photocopy material and transmit correspondence and to program features associated with local telephone systems, including office greetings, voice messaging. Job requires knowledge of relevant government, ministry and office administrative policies, procedures, guidelines and practices to provide support such as: routing correspondence, establishing and maintaining filing systems, ordering office supplies. Job requires knowledge of institutional procedures regarding security of files. Job requires knowledge and understanding of pertinent legislation and regulations including Freedom of Information and Protection of Privacy Act, Personal Health Information Protection Act, Ministry of Correctional Services Act as well as guidelines such as Retention Schedules, and OPS Policies such as Customer Service Standards. Job requires knowledge of all institutional areas/procedures/processes in order to provide seamless and effective support services on a rotational basis through operations, programs and financial & performance management services.

Skills :

Job requires analytical skills to determine workload priorities when performing a variety of different tasks with conflicting deadlines. Job requires analytical skills to determine when and what types of information to release when responding to information requests, inquiries and/or complaints. Job requires the ability to identify and resolve discrepancies related to accuracy of files/information, invoices and other financial transactions. Job requires strong interpersonal skills to effectively work within a team environment and with staff from a variety of areas on a rotational basis and to deal with the public in a courteous and professional manner. Excellent oral and written communication skills are required to prepare accurate letters, memos, reports and other correspondence as well as to receive calls and take messages. Job requires organization and time management skills to organize workload and identify priorities to meet corresponding deadlines, Job requires analytical skills to recognize errors by verifying accuracy and completeness of documents/correspondence, identifying conflicts in meeting and appointment schedules and bringing it to the attention of respective manager(s). Job requires arithmetic skills to gather and prepare basic financial and statistical data as well as reconcile expenditures relating to petty cash, invoice payments and other basic calculations. Technical Proficiency in word processing to type a variety of documents within established timeframes, as well as the ability to utilize a variety of computer software and database packages such as Word, Excel, OTIS, etc. Job requires maintaining office equipment such as photocopier, facsimile, printer, etc.

Freedom of Action :

The incumbent works under general supervision and within well-established ministry, institution and office procedures that would cover the majority of situations the incumbent would confront. Judgement is required for prioritizing workloads and for routing calls/inquiries to the appropriate persons. As well, judgement is required when dealing with confidential matters / information and determining what information to release when responding to inquiries. Job requires determining suitable format when preparing letters, reports, charts, etc. Job requires freedom to schedule appointments/meetings for senior management Job requires referring matters not covered by established procedures to appropriate personnel. Supervisor and/or management staff review work for accuracy, completeness and adherence to format.