Office Assistant #26-198

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Position summary:

We are currently seeking a highly motivated health professional to contribute to our organizational mission of working with our communities to promote and protect health and prevent disease.

Reporting to the Administrative Assistant in the Health Protection Division, the Office Assistant provides a variety of support services necessary to the efficient functioning of the assigned division in accordance with the agency’s policies and requirements.

The incumbent will be responsible for providing essential administrative support to the Infection Prevention and Control (IPAC) team. This includes maintaining accurate records, preparing and distributing meeting agendas, taking minutes, and following up on action items. The role also involves updating agency directories, managing team documentation, and performing general office support tasks such as handling correspondence, scheduling, and assisting with day-to-day operations. Attention to detail, strong organizational skills, and the ability to maintain confidentiality are critical for success in this position.

Responsibilities:

• Provides general support to the division/agency.
• Maintains confidentiality and/or security of information.
• Communicates clearly, appropriately and effectively with the public and staff in a courteous and tactful manner.
• Provides/directs required or relevant information to appropriate individuals on an ongoing basis and refers non-routine requests to the appropriate staff.
• Inputs information, types, proofreads, and formats correspondence and documents in a clear, accurate, and concise manner.
• Operates office machinery, audio-visual equipment, etc., to achieve required results and troubleshoots problems as required.
• Records minutes at meetings as required.
• Maintains paper and electronic records/files/databases.
• Compiles, tabulates, and prepares statistical data and runs reports as required.
• Works cooperatively and effectively with team members, other staff, and suppliers.
• Attends meetings and participates on relevant agency committees as assigned.
• Assists with planning and preparation of activities/events including registrations, catering arrangements, facility and equipment bookings, etc.
• Contributes to the development of program plans and develops, plans, implements, coordinates, and evaluates assigned projects in consultation with the manager and other team members as required.
• Participates in the orientation of staff, students, volunteers, and others as required.
• Provides input into the budget process upon request.
• If a designated first aid responder, provides first aid and/or administers Naloxone if needed.
• Supports the division as SharePoint super user.
• Supports the division as Record Steward.

Requirements:

• Successful completion of a post-secondary certificate or diploma in Office Administration or similar discipline or equivalent in education and experience.
• Minimum of one year relevant experience.
• Demonstrated advanced proficiency in computer software application(s) applicable to assignment areas is required and will be specified on the job posting as applicable.
• Ability to complete assignments with attention to detail and accuracy.
• Ability to problem solve, manage and organize multiple tasks/projects, and communicate effectively.
• Strong interpersonal skills.
• Ability to work with minimal supervision.
• Advanced oral and written proficiency in French considered an asset.
• Advanced oral and written proficiency in English is essential.
• Satisfactory police reference check in accordance with Public Health Sudbury & Districts’ policy for those for whom this is required.
• Maintains current Ontario driver’s license and has access to a reliable vehicle with agency required insurance for whom this is required.
• Ability to provide two acceptable identity documents in order to be enrolled/registered in eHealth Ontario (acceptable identity documents).

Application deadline

The posting will remain open until October 5, 2026 at 4:30 pm.