Full-Time, Permanent
Answer incoming communications from customers. 
Conduct research to provide answers for customers to resolve their issues.
Understand customers’ needs and provide alternative solutions including upselling products or services.
Reason for Leaving: Account closed.

Full-Time, Permanent. Provide day to day administrative and general clerical services in order to ensure effective and efficient office operations.
Type documents, receive and verify invoices, process and monitor payments and expenditures.
Data entry of financial information into spreadsheets, prepare reports, maintain filing systems.
Mail Management of incoming and outgoing communications.
Direct calls and respond to inquiries.
Reason for Leaving: moved to Quebec.

Provide digital imaging support to the Adult Diagnostic Imaging Department, MRI including: acting as counter and viewing room receptionist. Maintain and archive documents, hard copy images and digital studies as required in QPlanner, QDocs and EPR.
Provide Administrative Support to the Psychiatric Urgent Referral Clinic (PURC) and Rapid Access to Addictions Medicine (RAAM) programs; process payroll for 28 shift workers and act as back-up to an additional 73 shift workers in SAP Timekeeping, process orders and inventory management; and create/maintain/close client files in Momentum; register clients in Accuro.
Provide administrative support to Home Care, Staff Development by entering staff information and service requirements in Procura, schedule Home Care Orientations and other trainings for Nurses, Home Care Attendants, Home Support Workers, Case Coordinators, Scheduling Clerks, etc. that come from the Registrar mailbox and HR, schedule training venues and equipment, send training reminders and attendance confirmations to Resource Coordinators and act as back up to processing Primary Caregiver Tax.
Provide administrative support to Public Health, Communicable Disease Prevention and Management program staff, client data entry in Panorama, and IPHIS, and act as back-up to scheduling Immunizations clinic and nursing staff.
Manage Switchboard/reception by utilizing Word, Excel and Powerpoint.
Process, fax, photocopy, and file documents.
Manages mail distribution by creating client case contact lists, opening and closing client files, records maintenance, statistical data collection, making summaries of evaluation forms, archiving in Iron Mountain and a variety of other duties as required.

Provide leadership in all aspects of public education and awareness of the SHAS publication program, which includes the senior access program, Seniors Information Line, SHAS Website, Minister’s column, event management and resource management.
Coordinate information dissemination with the public, including organizations, agencies, and other levels of government.
Prepare reports and coordinate correspondence for consideration of senior government officials for use as basis for decisions.
Provide supervision, direction and guidance to 2 support staff and STEP students.
Ensure monthly statistics available for the Senior Information Line in order to provide a breakdown of critical issues.
Ensure that deadlines for projects undertaken by staff are completed on schedule.
Prepare estimate documents and cash flow information for Administration and Finance.
Ensure grants are paid on schedule.
Prepare monthly reconciliation of expenses.

Coordinate the processing of SARs and EFTEs and participate in the selection, interviewing and hiring of administrative staff.
Manage database and bring forward systems for probationary staff periods, retirement dates and extended leaves to ensure management comply with performance appraisals.
Complete timesheets, process request for leave for staff reporting directly to the CEO.
Encode timekeeping for Senior Management and back up Receptionist who encodes 190 full time, part time, After Hours, casual, and shift employees.
Manage staff in accordance with the collective agreement.
Organize, coordinate and delegate the executive management work of the head office to Service Managers and two executive assistants and one receptionist.
Manage the CEO’s schedule and prioritize appointments while discerning priorities between conflicting needs.
Ensure materials and documents are prepared and organized in advance, and note and ensure follow up of action items from minutes.
Schedule meetings and prepare/distribute agenda and minutes.
Administer all incoming correspondence and when necessary forward, copy or redirect accordingly.
Process, draft and respond to correspondence to both internal and external stakeholders.
Establish and maintain file management system for time sensitive issues and follow up on matters to ensure responses are processed within time limits.
Ensure accurate production, tracking and maintenance of documents and records.
Provide direct assistance to the CEO by screening calls, proofreading documents for the CEO’s signature and/or approval, including ministerial correspondence, briefing notes, memoranda, letters, reports, Staffing Authorization Requests, Out of Province Requests, etc. and endorsing the same thru AIMS.
Liaise with Senior Managers to gather information or a coordinated response to issues and FIPPA requests.
Keep CEO apprised of pertinent issues and developments.
Handle highly confidential materials such as personnel matters, grievances, disciplinary meetings, etc.
Ensure Branch adheres to departmental policies and procedures.
Maintain the CEO’s files and establish and maintain an efficient filing system.
Implement monthly quality assurance reports directed to management and ensure follow-up on compliance.
Conduct research and compiles information and recommend course of action, where appropriate.
Assist in the development of Branch policies and procedures.
Manage the Branch Business Travel Account (AMEX).
Update website of policies and procedures changes.

Prepare and post job advertisements on the Job Opportunity Website (JOW) and log competitions in a tracking system.
Consult with Human Resource Consultants regarding adherence to Civil Service Commission guidelines (i.e. bilingual advertising and interpretation services, etc.).
Format and post external job postings from the Department of Family Services, Health, etc. on the AMIK website.
Create advertisements in SAP and assign vacancies or create positions, as required.
Enter all applications into SAP and ensure applicants’ gender, employment equity, disability status are entered into SAP for annual and monthly statistical reporting purposes.
Prepare Competition Application Summary Reports from SAP and prepare resumes for screening.
Log all recruitment activities in the newly implemented RSS System.
Set up selection board meetings, which includes: booking boardrooms; contacting candidates to set schedules, making travel arrangements, inquiring and providing accommodations for candidates if required, ensuring candidates’ confidentiality is maintained, and preparing agenda and rating sheets.
Assist in the preparation of selection criteria and questions from draft provided by the Human Resource Consultant.
Creates required SAP Reports that can withstand audit and scrutiny.
Act as the first point of contact and tactfully deal with concerns or inquiries from perspective candidates about the competitive process.
Conduct various types of applicant testing such as word processing and spreadsheet testing, etc.
Forward completed package to payroll for their input into SAP.
Prepare unsuccessful ∕ eligibility letters to candidates to finalize competition file.
Archive competition files.
Answer telephone calls and emails in a courteous manner and handle general inquiries from the public.
Provide complete reception services both in person and by telephone; receive and direct visitors to the appropriate office staff; and transfer telephone calls, as appropriate.
Acknowledge general applications and maintains and updates applicant inventory as well as acknowledge applications for competitions.
Sort incoming mail and receive/direct all courier deliveries.