Job Summary
Health Workforce Canada was established in 2023 to strengthen health workforce data and planning to ensure health workers are there to provide the care people need. With our partners, we are bringing together health workforce experts and those in the health care field to learn from each other and to create a cost-effective and sustainable health care system. The ultimate goal is to help ensure health workers are there to provide the care people in Canada need. We have already made significant progress in engaging stakeholders, sharing dynamic health workforce data dashboards, and advancing health human resource modelling and forecasting.
Reporting to the Chief Financial Officer, the Administrative Assistant provides daily administrative assistance to the CEO and senior team, as required
The Administrative Assistant collects background documentation required by the CEO, CFO and other senior team members, and drafts correspondence, as required. The incumbent will respond to inquiries from both internal and external clients, provide effective and timely client service, gather information and ensure that HWC policies and guidelines related to the role are followed.
Duties and Responsibilities
Communication, Calendar Management and Meetings
- Using a high level of initiative, discretion and judgment, administers and co-ordinates the day-to-day activities of the CEO, CFO and other members of the senior team, and provides administrative support to the other members of the Health Workforce Canada team, as required. Working closely with the Chief Financial Officer, manages the flow of information to and from the CEO’s office; acts as liaison for both internal and external stakeholders; schedules appointments and meetings; arranges travel, completes expense claims and maintains accurate records and filing system (shared and department) ensuring documents are accessible and secure.
- Receives and screens incoming calls, queries, mail, HWC general inbox, Accounts Payable inbox, publications and correspondence and ensures the queries are routed effectively (as required) and that timely responses are provided. Composes replies to general inquiries of a non-technical nature, acknowledgements and interim replies. Consults with staff members, responds to inquiries and drafts replies.
- Serves as the first point of contact for many key stakeholders connecting with HWC and therefore is very aware of and sensitive to the importance of a warm, open, friendly approach.
- Manages relevant distribution lists to support the work of the CEO and senior team. Works with the engagement team and other members of HWC to develop a client management tracking system and contact list.
- Collaborates with administrative support staff from Health Canada, CIHI and other key stakeholders.
- Submits documents for translation and proofreads French versions (if bilingual) against English originals to ensure accuracy.
- Coordinates in-person and virtual meetings, including all-staff, data sprints, and senior management team meetings. Manages invites, agendas, and follow-ups.
Finance and Procurement Support
- Supports the Finance and Procurement lead with the tracking of accounts payable and accounts receivables tasks including coding vendor invoices and generating customer invoices.
- Maintains records of events including financial details (e.g. attendees and costs).
- Maintains all corporate credit cards statements and coordinates tracking of expense receipts, and other invoices/bills for the organization, i.e. phone bills, information technology equipment and services.
- Reviews and/or prepares expense and travel reimbursement requests with adherence to travel/finance policies and procedures.
- Provides support to the organization for procurement activities, as needed.
General Administrative Duties
- Participates on special projects by assisting team leaders with planning and follow-up for initiatives undertaken by the organization.
- Supports procurement processing, as well as other related duties that may be required to support HWC team members.
Knowledge and Experience
- Education at the post-secondary level or equivalent related education/experience.
- Minimum 5 years related administrative experience at a senior level.
- Proven organizational ability and ability to work in a fast-paced environment.
- High degree of initiative, discretion and tact.
- Strong interpersonal skills and ability to network and collaborate with both internal and external stakeholders.
- Strong working knowledge of the Microsoft Office Suite (Word, Excel and PowerPoint), email and electronic calendar software.
- Effective verbal and written communications skills.
- Fluency in both official languages is preferred.
- Ability to meet travel requirements.
Location:
Virtual part-time employment opportunity with in-person team meetings a few times per year, for a maximum of 3 consecutive days
Reports to:
Chief Financial Officer
Working hours:
Part-time hours with a minimum of 3 hours per day, 5 days per week for a total of 20 hours per week.