Administrative Secretary to Deputy Minister

Position: Administrative Secretary to the Deputy Minister

Introduction

To be considered for this competition you must submit a resume and application form. Complete the application form at the link below or contact Human Resource Services under “Apply to” to request a copy of the application form. See below for further instructions.

Duties:
Reporting to the Deputy Minister, these positions function as the administrative assistant to the Deputy Minister. Incumbents are expected to work independently and are responsible for providing highly professional and confidential administrative services including managing the Deputy Minister’s calendar, scheduling meetings, processing correspondence to and from the Deputy Minister’s office, as well as preparing reports and submissions.

Qualifications:

Essential:

Extensive experience providing administrative and secretarial support to executive and senior level staff

Experience scheduling and coordinating meetings, travel arrangements, taking minutes, meeting preparation and day to day administrative support

Experience working in a high-volume administrative environment with consistently shifting priorities

Excellent written communication skills, with the ability to draft, format, edit and proofread correspondence on behalf of senior level staff, with excellent attention to detail

Demonstrated political acumen and ability to effectively manage and maintain confidentiality when dealing with sensitive information and documentation

Experience coordinating the flow of incoming and outgoing correspondence while setting up/maintaining both physical and digital filing systems

Strong interpersonal and verbal communication skills to interact professionally with a variety of executive and senior level staff, while building strong working relationships

Proven organizational and time management skills to prioritize workloads and effectively manage deadlines

Ability to work independently and take initiative, while managing unexpected changes or last minute requests

Experience in Microsoft Office, including Word, Excel, Outlook and Power Point

Desired:

Experience working with Activities and Issues Management System (AIMS) or Shared Information Management System (SIMS)

Post secondary education in office administration is an asset

Experience working with The Person al Health Information Act (PHIA) and The Freedom of Information and Protection of Privacy Act (FIPPA)

Conditions of Employment:

Must be legally entitled to work in Canada

Must be able to provide and maintain a criminal record check. Additional checks may be required depending on the position

Must be able to work overtime as required