Reporting to the Chief, the Senior Administrative Assistant is responsible for the office management, communication and coordination, strategic support, and problem solving for the Paramedic Services department. The Senior Administrative Assistant will also be required to schedule staff in accordance with a collective bargaining agreement and complete payroll activities.

General

• Works co-operatively with staff of the Hospital, Hospital auxiliary, physicians, volunteers, CACC, Base Hospital, Ministry of Health, and other allied agencies.
• Fulfills responsibilities according to the Occupational Health and Safety Act, Workplace Safety and Insurance Act, and Workplace Hazardous Material Information System. This includes maintaining a clean, efficient, and safe working environment, recognizing health and safety hazards and reporting incidents.
• Protects own health and safety and the health and safety of others by adopting safe work practices, reporting unsafe conditions immediately, and attending all relevant in-services regarding occupational health and safety. Follows all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act.
• Other duties as assigned by the Chief or Deputy Chief. 

Scheduling/Payroll

• Scheduling of Paramedic staff in accordance with Collective Bargaining agreement. This will involve day-to-day scheduling during working hours as well as master scheduling. 
• Manage staff vacation in accordance with Collective Bargaining agreement, including ensuring staff submissions and approval are completed on a timely basis.
• In collaboration with the Deputy Chief, performance management of paramedics who do not comply with scheduling requirements as outlined in the Collective Bargaining agreement.
• Complete bi-weekly payroll activities for Paramedic Service department.
• Checks all payroll exception reports and makes the necessary changes or adjustments as required
• Working knowledge of legislative compliance and adherence to hospital policy and the collective agreement, and meets payroll schedule timelines
• Responds to employee’s payroll inquiries in a professional and timely manner
• Reviews vacation entitlement, vacation earned and taken, statutory-holiday banks, and sick time for employees and makes any necessary adjustments as required
• Collaborates with Occupational Health for staff absence exemptions and applies appropriate coding for payroll
• Approves missed meal breaks, pre-shift overtime and overtime and ensures appropriate payment is processed
• Provide support to the Chief, Deputy Chief and People and Culture staff regarding the Attendance Awareness Program.

• Managing paramedic credentials, as outlined in the Ambulance Act, ensuring documents are updated in a timely manner and filed for all staff in a secure location.
• Monitor employee compliance with OHA and Headwaters policy as it relates to Occupational Health e.g. health interviews, and immunization status.
• Updating databases for paramedic credentials, certifications and education as required.
• Ensuring paramedic students submit required documents prior to student placement and filing in secure location.
• Collaborating with partners including MOH and regional base hospital to ensure necessary documents are transferred for paramedic certification on a regular basis.
• Ensuring paramedics meet annual certification requirements as outlined in Ambulance Act and paramedics are compensated when appropriate per Collective Bargaining agreement. 
• Notifying the Chief and/or Deputy Chief, of paramedics who are not in compliance with the Ambulance Act, service policy, and/or base hospital requirements.
• Completing patient satisfaction surveys as required by the Chief.
• Complete detailed and accurate notes for meetings and distributed to attendees for comments and feedback.
• Provides administrative support such as researching, drafting and editing and synthesizing a variety of documents (e.g. correspondence, reports, legal agreements, letters, minutes/agendas, presentations, funding reports, financial and statistical information) using a variety of software programs (e.g., presentation, word processing, spreadsheet, etc.).
• Responsible for the day-to-day administrative tasks, scheduling, and handling correspondence for the Chief.
• Assists in developing and maintaining both manual and computerized filing and archiving systems for the department and the portfolio, including permanent and control records and those to be shared with leaders and organization-wide.
• Proactively support projects/initiatives and committees by anticipating and following up on needs relating to work plans, timelines, cascading of reporting and stakeholder engagement, etc.
• Schedules team and committee meetings; arranges meeting rooms and necessary catering, equipment and room set up as required; supports the meeting chair; distributes agendas and information materials; minute-taking; follows up on action items, as instructed.
• Assists in the recruitment of new staff by completing appropriate documentation and submitting to necessary stakeholders in a timely manner
• Coordinates the orientation of new staff and ensures all necessary supplies and equipment are requested, delivered and/or set up.
• Coordinates and/or leads projects and special events; may be required to make recommendations for improvements and changes; proactively contributes to the process and materials.
• Assists in the research, preparation and reporting of a wide range of information requests by government agencies, HHCCs and other agencies and partners.
• Performs cross-functional tasks and/ or duties within the portfolio including quality initiatives and support implementation of portfolio project initiatives as assigned.
• Understands business objectives, annual organizational priorities and key deliverables, annual reporting cycles and integrates this in coordination and scheduling of priorities.
• Assists in budget preparation and monitoring, submit expenses and generates various expense reports based on hospital policies and the Broad Public Sector Accountability Act procurement directives.
• Receives calls and visitors from stakeholder groups, the public, the Ministry and its agencies, clients, service providers and other organizations about a variety of matters and coordinates with communication and stakeholder engagement, including senior and other leaders.
• Participates in safety initiatives and takes action to address unsafe conditions and procedures to ensure a healthy and safe environment.

• Three to five years’ experience in an administrative support, project coordination, or human resource’s role
• Experience in payroll and scheduling in a unionized environment
• University degree or combination of relevant post-secondary education and experience in related roles. 

Knowledge, Skills and Abilities

• Demonstrated working knowledge of Ontario’s land ambulance legislation, regulations, and current practices.
• Demonstrated strong organizational skills and the capacity to multi-task in a fast-paced environment, responding with flexibility to changing priorities.
• Demonstrated strong interpersonal and communication skills, both written and verbal, and the ability to communicate complex information to a diverse audience base; fosters open communication.
• Demonstrated knowledge of privacy legislation and regulations, including Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and Personal Health Information Protection Act (PHIPA).
• Ability to express ideas clearly and concisely with ease and confidence in a professional, consistent, and positive manner.
• Superior oral and written communication, report writing and proofreading and presentation/formatting skills.
• Demonstrated ability to maintain a high degree of confidentiality.
• Demonstrated respect for individual differences and competencies.
• Demonstrated professional work ethic and behaviours in interaction with internal and external contacts.
• High degree of computer proficiency including thorough knowledge of Microsoft Office Suite of products including Word, Excel, PowerPoint, Outlook, Access, and the ability to use other software applications.
• Demonstrated ability to adhere to confidentiality while exhibiting discretion and good judgement.
• Proven willingness to learn and acquire new information and skills.
• Demonstrated commitment to client-centered service/care.
• Demonstrated understanding and commitment to health and safety policies, procedures, and applicable legislation.
• Demonstrated ability to attend work on a regular basis.
• Demonstrated ability to take detailed notes for meetings, complete and distribute minutes as required. 
• Acceptable performance and attendance records