Job Specification

Purpose of Position :

To provide specialized and confidential secretarial and administrative services to the Senior Management team at the Central East Correctional Centre.

Duties / Responsibilities :

Job Requires: • Preparing, at the direction of senior management and in conjunction with the Administrative Coordinator, a variety of routine-to-sensitive correspondences such as letters (including those of a disciplinary nature), memos, reports, charts, graphs and standing orders, which may include utilizing a variety of confidential and complex professional/sensitive reports/sources, using a variety of computer software programs; • Taking confidential minutes during various meetings, such as Joint Health and Safety Committee and Local Employee Relations Committee meetings, on behalf of management, as well as recording minutes in the event of an emergency in conjunction with the Administrative Coordinator; • Providing support to Senior Management in the administration of the Grievance process at CECC, including: maintenance/organization/processing of all grievance associated files/paperwork/correspondences, scheduling of Stage 2 grievances, preparing confidential correspondences including designations and letters to staff, distributing grievance responses, administration of an internal grievance tracking system, and assisting in the gathering of statistical data associated with the grievance process; • Providing assistance to, and backfill support for, the Administrative Coordinator on an on-going and as-needed basis; • Inputting statistical data, on a regularly scheduled basis, into the Performance Outcomes System (POS); • Assisting institutional management in the administration of recruitment for the facility, including: receipt and filing of applications, preparation of correspondences including applicant acknowledgements and confirmation of interviews, booking of interview/testing facilities, administration of testing, typing/formatting/proofing of confidential interview and testing questions, and responding to/filing/organizing unsolicited resumes coming into the institution, maintaining as per retention timelines; • Assisting in the preparation of budget and financial statistics; • Proof-reading all documents for accuracy, grammar, and formatting, referring to originator for clarification/approval; • Receiving, sorting and distributing incoming mail, attaching relevant files/background information prior to distribution as appropriate and preparing outgoing mail; • Scheduling appointments, making/formalizing travel arrangements for Senior Managers and booking meeting rooms and equipment as necessary; • 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.

Staffing and Licencing :

Typing to 50 wpm.

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 Ministry filing systems to maintain and ensure safekeeping of administration files. 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, 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 to Deputy Superintendents in Operations, Programs, and Performance and Financial Management areas. Job requires knowledge of Ministry/OPS grievance administration and recruitment processes in order to provide administrative and timely support to the Senior Management team in those areas.

Skills :

Core Job requires analytical skills to determine workload and timeline 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 and highly confidential requests, inquiries and/or complaints. Job requires strong interpersonal skills to effectively work with Senior Management, with staff from a variety of areas, and to deal with the public and internal/external stakeholders 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 strong organizational 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 senior managers. Technical Job requires proficiency in word processing applications in order to utilize advanced features of a variety of software packages (editing, formatting, merging, creating/manipulating spreadsheets, preparing tables/charts) and specialized justice sector databases. Demonstrated administrative skills and experience, proficiency in word processing, including Microsoft Word, Excel, PowerPoint and Outlook required to professionally edit and format text, create spreadsheets, prepare tables and/or charts, prepare correspondence, business reports, etc. (Formerly typing to Government Standards). Ability to work independently, identify important issues and ensure appropriate action is taken, excellent interpersonal and communication skills as well as prioritization and time management skills.

Freedom of Action :

The incumbent requires the ability to exercise discretion and operate semi-independently, and under minimal direct supervision, to accomplish a variety of routine-to-complex tasks, both as required and as identified as integral components of the position. Job requires ensuring that pertinent legislation/regulations/policies are adhered to in the administrative areas identified within the positions mandate. Judgement is required for prioritizing workloads, ensuring key timelines are adhered to, and for exercising discretion when dealing with highly confidential operational and labour relations issues. Job requires identifying priority and/or contentious issues and bringing them to the attention of the Senior Management team in a timely fashion.