SCHEDULER/ADMINISTRATIVE ASSISTANT

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.

What can I expect to do in this role?

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.

How do I qualify?

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.

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 Tuesday, March 9, 2021 11:59 pm EST. Late applications will not be accepted.

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