Administrative Assistant 1 - Fairview

The Region of Durham is committed to advancing equity, diversity and inclusion within our organization and the communities we serve. We welcome and encourage applications from people who are Indigenous, racialized persons, women, persons with disabilities, members of LGBTQ2S+ communities, and others who may contribute to the further diversification of our workforce, including those who experience systemic barriers. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, accommodation will be provided throughout the recruitment process upon request, based on any Code-protected ground.

This position is located at Fairview Lodge in Whitby, Ontario. This position is on-site at the home 5 days per week; no hybrid/telework schedule is available.

Responsibilities

- Provide direct administrative support and confidential assistance to the Administrator of the home, as well as the Senior Leadership Team
- Draft, develop and distribute correspondence, reports, presentations, newsletters and documentation to support the Administrator, leadership team and programs within the home (i.e. IPAC), while ensuring accessibility standards are met
- Manage the Administrator's calendar by organizing and maintaining schedules, as well as planning, organizing and coordinating internal meetings and special functions, as well as training activities for the home
- Prepare and distribute agendas and supporting documentation for meetings and record minutes, including those related to confidential, human resources and labour relations matters




- Maintain a complete and organized confidential filing system in accordance with the Region's Records Retention By-Law and Information Management (IM) policies and practices
- Liaise and interact with, and respond to general inquiries from residents, families, visitors, staff, union representatives, including the public, elected officials, as well as government agencies such as the Ministry of Long Term Care and Ministry of Health
- Work in accordance with the provisions of health and safety legislation, and all corporate/departmental policies and procedures related to health and safety

Requirements

- A post-secondary education in Business or Office Administration, or an equivalent combination of education and experience
- Progressive administrative experience with previous experience providing direct administrative support to leadership
- Knowledge of the Fixing Long Term Care Act and Regulations, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Personal Health Information Protection Act (PHIPA), as well as Regional Policies and Procedures
- Proficiency in MS Office applications, including Word, Excel, Outlook, PowerPoint, and Publisher
- Excellent keyboarding skills with a high level of speed and accuracy




- A commitment to treating all clients and colleagues with dignity, respect and cultural sensitivity and enabling respectful collaboration with colleagues from diverse backgrounds and experiences
- Effective verbal and written communication skills, coupled with tact and diplomacy
- Positive organization, planning and time management skills, with the ability to prioritize and balance multiple competing demands
- Proven ability to maintain a high level of confidentiality and a professional presentation
- Familiarity with PointClickCare and WorkForce software applications are considered assets

Salary

Salary: $68,206 to $85,257 per annum

Conditions of Employment

All applicants are expected to comply with the Region of Durham's Code of Ethics and Code of Conduct Policies throughout the recruitment process. The successful candidate will be required to provide a satisfactory Police Vulnerable Sector Check dated within six (6) months from date of hire. Additionally, tuberculosis screening will be required in accordance with the FLTCAct (O.Reg. 246/22). Proof of education, qualifications and any other job bona fide requirements will also be collected. Finally, compliance with the Mask Fit Testing Program is required and will be coordinated as part of the orientation process.

Equal Opportunity and Accommodation

The Region of Durham is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. If you require accommodation, or if this information is required in an accessible format, please contact us at

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📌 Administrative Assistant 1 (Whitby)
🏢 Durham Region
📍 Whitby