Huron-Perth Children’s
Aid Society
Title:
Executive Assistant Department:
Senior Management
Reports To:
Assigned Director of Services
Position
Summary:
This non-bargaining unit position provides administrative support
to the Director of Services and on occasion to the Director of
Corporate Services. This will also include direct contact with
outside collateral agencies for purposes of sharing information. The
position will be responsible for confidential personnel information
including assisting senior management with the completion of performance
evaluations relating to management staff. Other duties as assigned.
Principal
Responsibilities:
1.
Provide administrative support services to the Director of Services and
on occasion to the Director of Corporate Services including performance
appraisals and non-bargaining unit matters which may include
matters of a contentious nature.
2.
Provide administrative assistance with special projects as directed.
3.
Set up and maintain filing system for the Director of Services as
directed.
4.
Prepare correspondence for the Director of Services.
5.
Coordinate and complete registrations for the Director of Services and
where necessary requisition of funds; complete travel arrangements to
include booking of hotel reservations, etc. To keep an accurate record
of all arrangements and forward record of training to Human Resources.
6.
Act as the initial contact for client complaints in order to maintain
the internal complaints process including recording and tracking.
7.
Prepare Child Welfare and program data, summary and special reports as
directed.
8.
Assist in the completion of surveys as requested by the Ministry.
9.
Coordinate agenda and attend to take minutes for Service Manager’s and
other meetings as assigned.
10.
Create and maintain agency forms contingent on agency needs, policies,
and Ministry standards as revised from time to time.
11.
Receive and/or draft serious occurrence reports to the Ministry, track
internally, ensure completion within the timelines and provide annual
roll-up summaries of serious occurrences to the Ministry.
12.
Coordinate and support all Ministry audits and licensing processes which
includes gathering data and submitting it to the Ministry, tracking file
submissions, providing follow-up information to managers, collating
directives and recommendations, submitting follow-up documentation to
the Ministry and making the required policy and form changes.
13.
Knowledge of agency policies, procedures, equipment and software,
including MS Office, C.W.I.S., I.F.R.S., Lotus Notes e-mail and the
agency intranet.
14.
Thorough knowledge of agency filing and information systems.
15.
Track and maintain agency protocols and provide all revisions to staff.
16.
Act as liaison between Director of Services and outside collaterals,
clients and professionals.
17.
Assist with agency communication process and strategies.
18.
Identify individual and professional development needs to the Director
of Services.
19.
Be pro-active in the use of voice mail in order to ensure high quality
service to clients.
20.
Occasional overlap and back up to the Senior Executive Assistant
position.
21.
Perform other duties as assigned.
Requirements
of the Position:
The incumbent
should possess the following:
·
Community College Diploma in office administration or related
discipline, and 3-5 years experience in a senior administrative support
role, or education and experience which would be considered equivalent
·
Computer proficient with demonstrated skills in Microsoft Word,
PowerPoint, Excel and Lotus Notes
·
Courtesy, tact and confidentiality in dealing with clients, visitors,
management and staff
·
Confidentiality in dealing with confidential personnel issues
·
Ability to communicate and interact effectively with staff, Board
members, members of the community and collaterals
·
Ability to work cooperatively, to support and assist other agency staff
in the performance of their duties
·
Ability to set priorities, exercise good judgement and present a
professional image
·
Strong time management and effective communication skills (both written
and verbal)
·
Sound understanding of office procedures and the ability to quickly
learn and implement complex procedures
·
Valid drivers licence
Difficulty of
Execution:
This position requires excellent communication and
organizational skills. He/she must possess the ability to work
cooperatively to assist others. Maintenance of confidentiality and
integrity of information is critical to the successful completion of all
duties.
Level of
Difficulty: moderate to high
Accountability:
The
performance of the Departmental Director’s Executive Assistant will be
reviewed and measured on an annual basis by the assigned Director of
Service in relation to job function and achievement of goals.
Performance
Indicators:
1.
Ability to work independently interpreting statistical data and
completing reports.
2.
Develop efficient and effective filing system.
3.
Demonstrated clerical and administrative competence and integrity in
daily completion of duties and interaction with staff and management.
4.
Effective communication.
5.
Supportive attitude and professional image.
Approved by
Ministry
Supervisor: February 2011 |
