Administrative Assistant (Professional Practice, Training and Return to Work)

The Role

Provides confidential administrative support to the Paramedic Services operations management team, including compiling information for union-management, grievance, and investigation meetings; preparing data for operational planning and performance; and maintaining documents. Processes and prepares files for use in investigations.

Duties/Responsibilities

• Provides administrative support and coordinates meetings (e.g., room booking, scheduling, agendas and reports, compiling information and actions items, minutes) for the Professional Practice, Training and Return to Work operations management team, including for union-management, grievance, and investigation meetings. Coordinates follow-up, as required. 
• Organizes and tracks confidential documents (e.g., discipline/termination letters, investigation reports, presentations, minutes). Creates/works with materials containing sensitive labour relations information.
• Processes and prepares investigation files for Paramedic Services as requested by third parties (e.g., police, Ministry of Health, solicitors, insurance) and internal staff, within timelines. Downloads investigation files based on specifications, completes tracking documentation, routes for management signoff, and releases per policy. Ambulance Call Reports (ACRs) may be used as evidence in investigations and legal cases and may depict injuries, illegal acts, and violence.
• Acts as a liaison with Ministry of Health Inspectors, Base Hospital, corporate and paramedic staff (HR, Paramedic operations, information management and privacy, legal) regarding evidence and related paperwork. Complies with policies, ensuring timely, accurate flow of evidence. Responds to inquiries and follows up to clarify requests outside of policy or regarding missing/incomplete form information.
• Tracks probationary data of new hires including reviewing employee files and gathering performance data to support probationary decisions to continue with employment.  Assists Commanders with probationary reviews and letters.
• Prepares data reports/summaries and related analyses on Paramedic operations for management. Compiles and organizes information based on criteria as directed or in consultation with management. Ensures data is accurate, clear, and understandable.  
• Assists to maintain Paramedic operations standard operating procedures and manuals. Works with operations management and corporate or internal partners such as HR for information and makes updates for management’s review and approval. 
• Circulates corporate and departmental policy and procedure updates and reports to operations staff for signoff, and submits to HR. 
• Develops, implements, and maintains a filing system. 
• Acts as the staff resource for the Section’s administrative policies and procedures. Provides troubleshooting assistance regarding operational and program related systems; guidance/assistance on corporate-wide systems initiatives; and assists with freedom of information requests, including retrieval, disposal, and destruction of files per legislation.
• Leads /coordinates special projects to meet directives from HR and other corporate areas. Administers project as needed, including training, planning, and quality assurance (e.g., training materials, tracking system).
• Backs up some of the duties of the Administration Coordinator (Paramedic Services), as required.
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge and skills are normally acquired through a related post-secondary diploma/degree plus related experience.
• Ability to maintain confidentiality and discretion regarding sensitive information.
• Knowledge of and ability to comply with policies, procedures, collective agreements, and legislation (e.g., privacy, freedom of information). 
• Organizational, administrative, time management, and problem-solving skills to meet strict timelines; review requests and follow up on missing or unclear information; assist in implementing corporate directives as needed; and gather, compile, and organize data into reports and summaries. 
• Ability to work independently.
• Communication skills to liaise with internal staff, third parties, and others to obtain and coordinate information and related processes. Ability to participate as an effective team member.
• Ability to read and interpret policies, procedures, legislation, and collective agreements. Ability to write procedures, correspondence, and documents.
• Computer skills with ability to use software such as Microsoft Office and program databases.
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.