Administrative Assistant, Occupational Health & Wellness - Temporary

Pay Range: $30.88-$36.35

Ottawa is built on un-ceded Algonquin Anishinaabe territory. The peoples of the Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO also honours all First Nations, Inuit and Métis peoples and their valuable past and present contributions to this land.

CHEO is one of the few stand-alone, global leaders in pediatric health and is home to more than 6,500 staff, clinicians, scientists and researchers, as well as volunteers – all of whom work together to help children and youth achieve their best lives. Within its own walls and through partnerships with community providers, CHEO has transformed from a 20th century acute care hospital into a 21st century integrated child and youth health system.

Ranked in the top 1% of Canadian hospitals for the digitization of its clinical infrastructure, CHEO combines excellence in clinical care, research, and education to advance seamless care that’s provided where, when, and how it is needed. CHEO’s Research Institute is dedicated to world-class clinical, translational, and basic science research covering a wide range of children’s health concerns.

Provide administrative support to the Manager, Occupational Health & Wellness, Occupational Health Nurses, Wellness Coordinator and Clinic Registered Nurse.

Under the general direction of the Manager, Occupational Health and Wellness.

• Greet employees at the department front desk and direct to the appropriate resource within OH&W.
• Provide initial guidance to staff who contact OH&W via telephone or email with questions and concerns.
• Book appointments and schedule meetings and room bookings.
• Complete clerical duties (photocopying, faxing, event preparation, etc.) as required.
• Process and distribute mail.
• Manage OH&W filing system and offsite storage of records for appropriate retention period.
• Receive and distribute invoices for approvals.
• Prepare reports from the Human Resources Information System (HRIS) and Electronic Medical Records data.
• Provide training on OH&W tools and forms to ensure casual support staff are prepared to provide vacation or sick leave coverage.
• Work closely with Manager and Occupational Health Nurses to organize yearly tuberculosis screening and skin testing.
• Assist with surveillance reports following notification of exposure or outbreaks.
• Enter data into Smart Stream or other data storage software – (i.e. TB test results, Influenza status, new employee assessments and mandatory vaccinations, N95).
• Format electronically based reports and correspondence, prepare spreadsheets, take summary notes at meetings, prepare documents for review.
• Assist with preparing presentations, including formatting, branding and editing.
• Prepare statistics and provide corporate indicators.
• Perform work in accordance with the provisions of the Occupational Health and Safety Act and Regulations and all CHEO corporate/departmental policies and procedures related to Occupational Health and Safety.
• Assist with immunization campaigns, including coordination of external staff and volunteers for multiple events.
• Prepare new hire and benefit related documentation and files.
• Communicate with employees on missing OH&W documentation.
• Preparation email communications regarding upcoming OH&W events, for example:
  Flu Shot Campaign/Drive Thru Clinic in the Fall.
• Perform other related duties as assigned by supervisor.

• Completion of a two (2) year diploma program in Human Resources, Office Administration or related field (Essential)
• Two (2) years of related experience (Essential)
• Experience working in a health care setting (Preferred)
• Demonstrated ability to effectively use software including word processing, spreadsheet, presentation, email. (Essential)
• Demonstrated ability to take steps to ensure timely completion of tasks by adjusting priorities as required. (Essential)
• Demonstrated ability to adapt to changes to meet organizational requirements. (Essential)
• Demonstrated ability to communicate effectively and concisely, both orally and in writing. (Essential)
• Demonstrated ability to deal effectively with internal and external customers. (Essential)
• Demonstrated ability to work well independently and in teams. (Essential)
• Demonstrated working knowledge of applicable occupational health and safety legislation; general knowledge of…