Job Specification

Purpose of Position :

To provide a range of administration, secretarial and project support services for the Regional Director and staff.

Duties / Responsibilities :

a) Administration/secretarial support by:
• Coordinating and monitoring flow of information and documents by reviewing, prioritizing, recording and distributing incoming mail, alerting Director or appropriate staff to imminent matters, compiling background materials or obtaining related information ensuring that reports/replies to requests for information from program officials have been received, maintaining a Bring Forward system, and following up.
• Coordinating executive/ministerial correspondence and information requirements with the Executive Assistant, including facilitating responses for the Minister, Deputy Minister and Assistant Deputy Minister through the tracking of correspondence throughout the Regional/District Offices.
• Answering telephone and/or taking messages, and greeting visitors to office; providing information based on knowledge of regional operations, roles and responsibilities of staff; referring difficult callers or requests with high sensitivity to appropriate staff according to subject matter; applying rules of confidentiality in release of information.
• Preparing a variety of correspondence and documents such as letters, overheads, tables, reports, charts and submissions utilizing word processing, spreadsheet, presentation and database programs, from verbal/written instructions/own initiative based on program knowledge. Reviewing work for accuracy and proper format and completeness of supporting documents for Directors signature/distribution.
• Arranging/scheduling Directors and other appointments/meetings based on knowledge of prior commitments and subject matter, making all required logistical arrangements, notifying participants, assembling relevant documents for meetings, preparing agenda and taking minutes of meetings, following-up items requiring action.
• Preparing/reviewing travel expense accounts from iExpense and information supplied, i.e. handwritten notes, receipts and vouchers, ensuring calculations are accurate, previous mileage is correctly recorded and maintaining related records.
• Provide support to Director in work on Interministerial Councils, including coordinating meetings, preparing materials etc.
• Organizing and monitoring the provision of administrative/office services (e.g. reception, photocopier, FAX usage, filing system maintenance, mail and logs, etc.) for efficiency, ensuring compliance with government/Ministry/divisional Directives and guidelines.
b) Project support by:
• Providing research support by identifying appropriate reference sources, e.g. legislation, administration policies, procedures, accessing records system or such information systems as WIN, IFIS, OCMS on a particular subject, summarizing data, contacting appropriate officials to obtain background information, e.g. HR, Finance, Program Office, and preparing in suitable format for Directors review
• Developing, implementing and maintaining electronic and manual filing systems to facilitate the management of information storage/retrieval and access to knowledge, categorizing subject files/documents, consistent with ministry/central agency guidelines for records management/storage.
• Maintaining movable assets inventory, including computer hardware and software control for the Regional Directors office; requisitioning of office stationery and supplies and resolving problems with outstanding requisitions, purchase orders or invoices.
• Participating in production of the Regional policy manual, Directors Regional Newsletter, etc. by collecting background and supporting documents and materials, organizing format and content, assist in drafting procedural matters, instructions on use of manual, contacting appropriate staff for contributions and input, scheduling release, updates and distribution.
• Assisting the regions lead (the Director) and back-up Manager as needed, in business continuity and emergency response as it applies to departments business, assets and resources, liaising with corporate Business Continuity and Emergency Response for directions or clarifications, providing current information or directives to keep all staff aware of their responsibilities in emergency situations, arranging for prominent display of information related to safety and emergency response, and keeping the Director apprised of significant changes and expectations.
• Operating and controlling the area security system, maintaining records and retrieving information for administrative purposes, liaising with the security company and property management.
• Participating in new initiatives by providing resources such as planning, organizing, reporting for the Regional Wellness Coordinator, Healthy Workplace Committee, Provincial Learning Specialist, etc. and reporting to the Director on progress and issues requiring the Directors input.
• Tracking and maintaining regional performance and learning plans. Provide updates to Director on progress and follow up on Directors behalf when required.
Director/Manager has the right to assign additional duties

Knowledge :

Position requires knowledge of:
Department/division/ministry program objectives, organizational structure and operations to monitor and control information flow, as in responding to queries, redirecting matters to appropriate staff, prioritizing correspondence, and coordinating executive/ministerial correspondence and information requirements.
Role and function of the Regional Directors Office and commitments of the Director, in order to coordinate/schedule meetings, identify urgent matters that require Directors attention, draft response to Directors correspondence, and follow-up matters on the Directors behalf.
Ministry/OPS administration directives and guidelines related to acquisition of office supplies, records management, expense claims, assets inventory, etc. to ensure efficient office functions.
Office administration procedures and practices to provide administrative, secretarial and project support to the Director and staff.
Working knowledge of software applications and various database applications to prepare reports, input data and provide information.
Principles and practices of OPS information systems, e.g. OCMS, WIN, IFIS, iExpense to obtain/work with data.
Relevant ministry legislation/regulations governing the release of information, RIM, workplace health and safety, customer-service standards; general provisions in occupational health and safety legislative and program requirements to re-direct enquiries to appropriate branches in the Division or other jurisdictions or agencies.

Skills :

Position requires:
Proficiency in operation of a PC and fully programmable application software for word processing, spreadsheet, presentations and database management to produce letters, submissions accurately and presenting information using appropriate display functions for Newsletter; and using electronic planners/organizers and tracking systems.
Oral communication and customer-service skills to respond courteously and tactfully to callers and visitors.
Written communication skills to compose correspondence, summaries and statistical reports and contribute to the Regional policy manual and Newsletter.
Interpersonal and teamwork skills to liaise and maintain effective working relationships with all regional staff, and staff in other offices (e.g. Program areas, ADM, DM office, etc.) to obtain information and advice to resolve problems in order complete own tasks.
Analytical skills to detect errors in expense claims and invoices, typed materials, resolve errors, collect background information and make summaries for the Directors requirements, assess resource needs in projects and make suggestions.
Organizational skills to coordinate information flow, prioritize multiple tasks to meet deadlines, resolve conflicting priorities and demands, scheduling/re-scheduling appointments or meetings to avoid overlaps, etc.

Freedom of Action :

Position requires working on own initiative to complete work efficiently within timelines in accordance with appropriate ministry/government administrative procedures and practices, to determine whether information can be released, when an issue must be referred to the Director, ensure correctness of correspondence before Directors signature, schedule Directors appointments/meetings, and select the best option from available courses of action to complete assignments.
Work is reviewed based on quality of finished products and presentation, appropriate application of administration practices, and meeting department standards and objectives of assignments. Errors can be detected and corrected within the scope of the Regional Directors office.