Job Specification

Purpose of Position :

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

Duties / Responsibilities :

- 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
- Preparing and distributing agendas, and taking and finalizing minutes.
- Overseeing the flow of information, track documents and work through the various areas to ensure information is sent and received
- Proof reading all documents for accuracy, grammar, and formatting, refer to originator for clarification and approval
- Preparing and distributing finished products, maintain a document log as necessary- receive,
- Monitor, sort and distribute incoming mail, attaching relevant files and background information prior to distribution as appropriate
- Supporting quality assurance processes by: utilizing various information management systems to update, input, track and validate case information and prepare various documents (i.e., tables, charts and spreadsheets) as required
- Establishing and/or maintaining computer based and hard copy bring forward filing systems for section which may contain letters, memoranda, reports, minutes, program files, employee files and items which require tracking with management on a regular basis to ensure material is accurate and in the
proper format.
- Using ministerial computer-based correspondence tracking log to ensure preparation of correspondence
- Maintaining confidentiality and ensure personal health information is secured in the appropriate files in a timely manner
- Answering telephone calls, greeting and screening visitors and responding to inquiries based on knowledge of the branch functions and administrative practices.
- Re-directing telephone calls and visitors or staff, where appropriate. Ensuring urgent matters are dealt with efficiently by supplying information from personal knowledge or from available files and records.
- Refer more complex issues to appropriate staff;
- Other duties as assigned.

Staffing and Licensing :

N/A

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 the management team, including operations, programs, health care, services,
treatment, compliance and financial management. 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 filing systems to maintain and ensure safekeeping of administration files. Job requires knowledge of safety and confidentiality procedures regarding security of files. Job requires knowledge and understanding of pertinent legislation and regulations including Freedom of Information and Protection of Privacy Act, Ministry of Correctional Services Act as well as retention schedules, and OPS Policies such as Customer Service Standards.

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 research and investigative skills to identify and resolve discrepancies related to accuracy of files/information, invoices and other financial transactions.
J ob requires strong interpersonal skills to effectively work within a team environment and with staff on a rotational basis in a courteous and professional manner. Excellent oral and written communication skills are required to prepare accurate letters, memos, meeting minutes, 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 and bringing to the attention of respective managers. Integrity skills to ensure trustworthy and confidentiality , of often highly sensitive material relating to death investigation case matters which often have high public and media interest and to ensure document management. Problem solving skills to identify and follow up on issues/delays in the preparation
of reports, correspondence and information requests by contacting staff, advising of deadlines, explaining urgency and encouraging compliance or referring matter to manager.
Reasoning skills to determine which matters should be retained for own action and which should be referred to various other programs area/staff member

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, etc. Job requires maintaining office equipment such as photocopier, facsimile, printer, etc.

Freedom of Action :

The incumbent works under general supervision working within division/ministry administrative systems, protocols and procedures. Job requires
exercise of latitude in decision-making to prioritize workload, to select appropriate software applications to meet the needs of staff; in handling incoming
correspondence and calls; maintaining various filing systems; determining when to retain and personally handle matter; and in making referrals to
appropriate staff. Judgement is required when identifying issues and inquiries that need to be referred to the Manager or other more appropriate staff
members (e.g. requests for more detailed information, sensitive matters, and media). Job requires referring matters not covered by established
procedures and guidelines to the Manager (e.g. clarification of new procedures or competing priority requests).