SCHEDULER/ADMINISTRATIVE ASSISTANT

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If you are a competent and organized administrative professional, then bring your skills in providing a wide range of scheduling and coordination activities supporting the Director's office.

This opportunity is with the Ministry of Long-Term Care with the Long-Term Care Capital Development Division and is an extraordinary opportunity to work in an environment where individual development is cultivated while becoming more familiar with various structures of the business.

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About the job

Your role will include:

• Scheduling a high volume of competing appointments and events for the Director.
• Liaising with various internal and external clients, stakeholders and the public.
• Maintaining computerized scheduling systems, correspondence, other tracking systems and databases.
• Managing logistical arrangements for meetings, including travel arrangements, booking rooms, making contacts and organizing packages of materials.
• Receiving/screening incoming calls, responding or redirection to the appropriate contact.
• Reviewing, composing and preparing correspondence and producing varied reports, spreadsheets and presentations.
• Coordinating the flow of information by screening requests, incoming e-mail, correspondence, reports and proposals, then prioritizing and taking appropriate action.
• Acting as technical resource providing guidance on administrative processes and systems.

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What you bring to the team

MANDATORY:

Typing speed (50 words per minute) and fully programmable word processing skills.

ADMINISTRATIVE KNOWLEDGE AND SKILLS:

• You have knowledge of administrative policies, procedures and guidelines to co-ordinate all aspects of the branch administrative and scheduling services.
• You can effectively coordinate schedules with different program areas within the ministry.
• You have experience using scheduling practices and techniques to manage a high volume of competing appointments, events and meeting requests in a senior manager's office.

ORGANIZATIONAL, REASONING, PROBLEM SOLVING AND ANALYTICAL SKILLS:

• You can demonstrate good judgment, initiative and attention to detail when coordinating administrative activities and responding to inquiries.
• You can work independently to identify and resolve scheduling and administrative issues.

COMMUNICATION, INTERPERSONAL AND TEAM WORK SKILLS:

• You can liaise and network with staff, internal and external stakeholders to discuss and negotiate meeting schedules, timelines and clarify deliverables.
• You can gather information, and respond to incoming calls, inquiries and meeting requests in a professional manner.
• You can prepare correspondence and review documents.
• You can perform effectively as a team member.

COMPUTER SKILLS:

• You can maintain computerized scheduling systems and databases.
• You can use computerized correspondence tracking systems and databases to coordinate branch correspondence and approvals.
• You can prepare a variety of documents using word processing, database management, spreadsheet and presentation software.

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Additional information:

Note:

• T-LC-160332/21(2)

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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.