Apply By: Thursday, October 29, 2020 11:59 pm EDT
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Administrative Assistant - (English And French)

Ministry of Health
Health Boards Secretariat
Job Term:
1 Temporary - up to 12 months with possible extension
Job Code:
08OAD - Office Administration 08
$24.28 - $28.23 Per Hour*
*Indicates the salary listed as per the OPSEU Collective Agreement.
Posting Status:
Open Targeted
Job ID:
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.

What can I expect to do in this role?

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.

How do I qualify?


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.

Additional Information:

  • 1 Bilingual Temporary, duration up to 12 months, 151 Bloor St W, Toronto, Toronto Region
Compensation Group:
Ontario Public Service Employees Union
Administrative and Support Services
Posted on:
Thursday, October 15, 2020
  • 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.
Please be advised that the results of this competition may be used to form an eligibility list of qualified candidates to potentially fill future vacancies represented by the Ontario Public Service Employees Union (OPSEU). In accordance with the Collective Agreement, eligibility lists are shared with OPSEU representatives. By applying to this competition, you are providing consent that your name may be shared with OPSEU representatives.
All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.
Remember: The deadline to apply is Thursday, October 29, 2020 11:59 pm EDT. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.

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