Join a team that shapes the future of healthcare in Ontario!Are you a confident individual in providing proactive, high-level client service and administrative support? If you're looking for a challenging role in a high-profile environment, consider this exciting opportunity to showcase your skills in coordinating and providing delivery of executive administrative services and support to the Assistant Deputy Minister (ADM) and office staff.
In this dynamic role, you will support divisional program delivery, coordinate correspondence preparation, assist in issues management, and in the preparation of executive briefings. This is your opportunity to contribute to impactful work in a dynamic, fast-paced environment!
Who we are:The Physician and Provider Services Division (PPSD) provides oversight and relationship management with the representatives for physicians and other providers such as the Ontario Medical Association (OMA), primary care, midwifery, optometry, dental, etc. PPSD is also responsible for physician and provider payment policy/negotiations, accountability/audit, change management/implementation.
About the job
As an Administrative Coordinator, you will play a pivotal role in ensuring the smooth delivery of administrative, HR, facilities, and technical services by:
• Developing and maintaining schedules of appointments, briefings, meetings, presentations and events.
• Coordinating the flow of communications to facilitate the prioritization, coordination and response to all priority requests.
• Providing advice and guidance on correspondence and action or information requests and establishing and maintaining processes for effective and efficient coordination and tracking of requests.
• Preparing materials for the senior management team and responding to inquiries.
• Overseeing administrative functions and support activities.
What you bring to the team
Administrative knowledge and experience:
You have:
• knowledge in applying administrative procedures, practices and processes (e.g. records management, correspondence tracking system) to prepare and distribute materials;
• experience with monitoring and tracking approval packages;
• experience with scheduling and scheduling protocols
Interpersonal and communication skills:
You can:
• provide advice and information on administrative processes and procedures;
• maintain tact and diplomacy to ensure effective relationships with staff and stakeholders;
• utilize persuasion skills to ensure deadlines are met and administrative processes are adhered to;
• prepare reports, briefing notes, and respond to issues
Analytical, problem-solving, and organizational skills:
• you can manage multiple concurrent tasks and meet deadlines in a high-pressure environment;
• ability to ensure effective coordination of information and activities;
• you have demonstrated project planning and project management skills;
• you have problem-solving skills to resolve administrative problems and issues
Technical skills:
• you are proficient with the use of computer software packages, email, calendars, word processing, spreadsheets, tracking, and filing systems
Don't meet every qualification?
If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!
How we support diversity, inclusion and accessibility
We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.
Our hiring process is accessible, consistent with Ontario's
Human Rights Code and the
Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer
accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please
contact us.Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:
What we offer
The Ontario Public Service is one of Ontario's largest employers. Employees work for 29 ministries, with offices in more than 70 cities across the province. We offer:
• a career that can grow across ministries and job functions
• flexible learning and developmental opportunities, including education and mentorship programs
• many employee networks offering support for and education about underrepresented groups
This role comes with a comprehensive compensation and benefits package that includes:
• a defined-benefit lifetime pension plan (guaranteed, ongoing inflation-protected income after retirement)
• group health, dental, life and disability benefits
• a range of vacation and leave options
• an Employee and Family Assistance Program, which provides confidential counseling services