Administrative Assistant - (English and French)

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The Health Boards Secretariat (HBS) is looking for an administrative professional with strong organizational skills and a firm grasp of financial management procedures and systems to deliver a range of administrative support services to their health-adjudicative boards.

This position will offer opportunities to broaden your skills and experience as an administrative and financial professional, exposing you to working with many stakeholders in an environment with highly time-sensitive and confidential information.

About the Health Boards Secretariat

HBS provides common corporate/administrative, financial and case-management services to several health-adjudicative tribunals/boards, as well as policy analysis and related support established under a variety of statutes. The HBS also provides payment-processing functions for other ministry related services.

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About the job

As a committed team player, you will:

• Provide administrative support for Management of the HBS and Members of the five adjudicative tribunals/boards supported by the HBS.
• Review and process per diem and travel expense claims for order-in-council appointees.
• Maintain a bring forward system in a busy, high-volume environment.
• Assist stakeholders with the completion of tasks and the resolution of issues.
• Open, organize and log incoming and outgoing mail.
• Respond to phone and in-person inquiries regarding adjudicative health tribunals.
• Coordinate and arrange logistics for meetings, including boardroom preparation/set-up.
• Prepare and distribute paper and electronic materials for Board Hearings and Reviews.
• Produce a variety of materials using computer software including spreadsheets, correspondence and presentations.
• Assist in the administration and processing of financial information and documentation.

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What you bring to the team

Mandatory requirements

You are proficient in oral French at the advanced level

Administrative Knowledge and Skills

• You have knowledge of administrative procedures and practices
• You have experience scheduling a high volume of competing appointments.
• You can determine the nature, urgency and appropriate action of requests.
• You have organizational skills to prioritize tasks within a changing work environment.
• You have knowledge or the ability to acquire knowledge of the Boards procedures, functions, forms, and applications

Accounting and Finance Skills

• You have knowledge of accounting principles/methods
• You have an understanding of government financial planning and financial management systems
• You can prepare and coordinate budget forecast preparation and reports and identify financial pressures through budget monitoring
• You can review and analyze expense claims to ensure compliance with policies and identify discrepancies and resolve problems

Communication and Interpersonal Skills

• You can liaise with a variety of customer service inquiries from internal and external stakeholders
• You can respond to general inquiries regarding the complex jurisdiction of multiple adjudicative health Boards in a diplomatic and tactful manner.
• You can prepare standard correspondence, reviewing for accuracy and completeness.

Computer Skills

• You can prepare documents using word processing, data base (such as Adobe Pro PDF software), case management, and presentation software to prepare reports and correspondence
• You can use specialized administrative systems such as WIN and IFIS.

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Additional information:

Note:

• This ad is also available in French.
• The information that you provide for the purpose of this competition and the results from this competition may be used to fill other positions These positions may be of various tenures including short-term assignments. Your information and the results from this competition will be retained for the purpose of filling vacancies in accordance with the applicable collective agreement or policy provisions.

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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.