Regional ADMINISTRATIVE ASSISTANT

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Consider this great role in Northern Ontario, in beautiful Sudbury where you can showcase your administrative skills.

The Office of the Chief Coroner seeks a well-organized and energetic individual to provide administrative support as part of a dynamic team.

NOTE: The hours of work for this part time position is 21.75 hours/week. Determination of hours and days worked will be discussed with successful candidate.

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About the job

As a team member you will:
• Provide a range of administrative duties such as log/distribute mail, compose correspondence, schedule appointments/meetings, maintain and update filing systems, process invoices, and order supplies
• Respond to often highly sensitive and confidential telephone inquiries and calls and receive visitors
• Coordinate paper flow, track established deadlines and conduct follow-up on action requests to ensure effective document management
• Format and/or type from electronic or handwritten drafts, transcription, or digital recorders, verbal or written instructions
• Set up and maintain files and tracking systems to support the files related to death investigations
• Provide the administrative support required for the day to day operations and function of the Regional Coroner's Office• Provide administrative support for inquests conducted within the region including updating information within the Coroners Information System (CIS) and the Monthly Information Tracking System (MITS)

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What you bring to the team

Administrative Skills and Knowledge

• You know government administrative/office policies and guidelines to perform a variety of administrative services
• You have knowledge of records management practices for both hard copy and computerized records to ensure an organized, up-to-date records system
• You are familiar with medical and legal terminology to type and ensure accuracy of materials

Review and Reasoning Skills

• You can review and prioritize incoming mail, respond to calls, and determine priority of issues to appropriately refer to staff
• You can ensure confidentiality and accuracy while meeting deadline demands of often highly sensitive materials
• You are able to determine suitable format of documents in order to clearly and effectively present information

Communication Skills and Tact

• You have tact and diplomacy in order to respond to inquiries from various individuals, including members of the public, police services, funeral homes, hospitals, etc., concerning confidential/sensitive information
• You have written communication skills to compose various documents
• You can work effectively within a team as well as independently

Problem-Solving and Organizational Skills

• You can identify and follow-up on issues for manager's attention
• You are able to determine work priorities amongst conflicting demands and deadlines
• You can maintain tracking and follow-up systems
• You have experience scheduling appointments and making meeting arrangements

Technical Skills

• You are proficient with various standard software programs including word processing, graphics, spreadsheet and databases to produce reports, correspondence, presentations, charts, tables, and other documents
• You have experience using information systems and can learn new systems quickly (i.e. Coroners Information System)
• You have keyboarding skills and can operate digital recorders to prepare typed materials

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Additional information:

Note:

• The successful candidate will be required to undergo a satisfactory criminal reference check prior to the commencement of employment.
• In accordance with the Ontario Public Service Employment Screening Checks Policy, the top candidate(s) may be required to undergo a security screening check. Please refer to the Additional Information / Address section above to determine the screening checks that are required for this position.
  
  You will be responsible for obtaining the criminal record check at your own expense and provide it, along with your written consent, to the Transition and Security Office (TSO), HR Service Delivery Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional screening checks as indicated in the Additional Information / Address section above that were not obtained directly by you. (Note: If a Vulnerable Sector Screening/Check is required, it must also be obtained in person at your local police service.)
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Screening check records will be maintained by the TSO and kept strictly confidential.
• T-SL-108703/17

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.