Administrative Assistant (3 years Contract)

The City of Guelph is a vibrant community with over 120,000 people located in the heart of Southern Ontario, just one hours driving distance from Toronto.  Set in a picturesque natural setting, Guelph is known for its rich architectural heritage, growing economy and excellent quality of life – all good reasons to consider a career in this beautiful city.

Job summary

Resumes are being accepted for the temporary position of Administrative Assistant within the Community Paramedicine Program within the Guelph Wellington Paramedic Service. Reporting to the Community Paramedicine leadership team, the successful candidate will provide administrative support to the Community Paramedicine Program and the Deputy Chief of Paramedic Services. This position will perform a variety of highly responsible, confidential and complex administrative duties primarily with a strong focus on daily business, organizational, financial and administrative support. Guided by the goals and objectives of the City’s Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Vision for an inclusive, connected and prosperous city.

The Guelph Wellington Paramedic Service’s Community Paramedicine Program works in collaboration with health care providers and organizations to address the healthcare needs of vulnerable populations and seniors in order to provide appropriate patient care at home, with the goal of reducing the need for emergent medical care, and allowing for more efficient use of healthcare system resources.

Duties

  • Provide administrative assistance and advice to Community Paramedicine Program and Deputy Chief
  • Maintaining databases utilizing specialized software and programs.
  • Prepare reports and spreadsheet analysis on a variety of topics, including research and compilation of data, data input, manipulation and production of reports.
  • Deliver professional assistance to staff as well as customer service to external contacts – acting as the first point of contact to direct requests and referrals appropriately.
  • Prepare agendas/minutes for meetings of the Community Paramedicine team as well all related working/operating committees; attend meetings and coordinate follow up actions with staff of the Program.
  • Assist with organizational aspects of departmental management, including assisting with organizing meetings, department events, and other departmental research projects.
  • Receives communications to the Community Paramedicine team including on telephone calls, incoming/outgoing mail, and e-mail messages, and provide assistance using independent judgment and/or in consultation with the Community Paramedicine Superintendent or Coordinator to determine those requiring priority attention.
  • Assisting with preparation of the departmental budget. • Preparation of reports, document editing and spread-sheets.
  • Status report tracking, expenditure tracking and records management. Calendar organization for the Deputy Chief.
  • Preparation of purchasing invoices as directed
  • Coordinating travel arrangements, as required
  • Reporting necessary information to the Ministry of Health, Ministry of Long-Term Care, Ontario Health and other agencies.
  • Perform other related duties as assigned.

Qualifications

  • Experience related to the duties listed above, normally acquired through the completion of a certificate / diploma in Business Administration or closely related discipline and experience providing administrative support in a fast-paced healthcare setting. Candidates with an equivalent combination of education and experience may be considered.
  • Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment to meet stringent deadlines.
  • A self-starter with good problem solving skills.
  • Excellent interpersonal, collaborative and customer service skills and ability to respect & maintain a high level of confidentiality.
  • Excellent communication skills with the ability to prepare reports and presentations on behalf of the department.
  • Highly professional, adaptable and anticipatory with excellent oral and written communications skills.
  • Ability to handle sensitive and confidential information.
  • Event planning and team building experience would be an asset.
  • Advanced skills in Microsoft Office (Word, Excel, PowerPoint, Access and Outlook).
  • Experience championing initiatives and/or providing leadership to people would be an asset.
  • Prior experience in a healthcare setting would be considered an asset.

Rate

$55,560.24 – $69,450.30

How to apply

Qualified applicants are invited to apply using our online application system by Tuesday, April 13, 2021. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered. Proof of qualifications will be requested at the interview stage.

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The City of Guelph is an equal opportunity employer which values diversity in the workplace. We are therefore happy to accommodate any individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require an accommodation in order to participate in the hiring process, please contact us to make your needs known in advance.

Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.