Overview
Administrative Assistant Jobs in Toronto, Ontario, Canada at BITS Recruiting
Title: Administrative Assistant
Company: BITS Recruiting
Location: Toronto, Ontario, Canada
The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.
Administrative Assistant
Full-time, Contract 6 months
Location: Toronto, ON
Hours: 36.25 hours per week
Pay: To be determined
Purpose of Position
To provide comprehensive administrative support to the Service Area Office (SAO) Manager, Inspectors, and staff within the local geographic area. This role ensures the seamless functioning of inspection programs, administrative operations, and support systems.
Key Responsibilities
Inspection Support
Maintain and update databases, ensuring accurate and timely data entry for inspection programs.
Coordinate inspector schedules, travel, and toolkits for inspections.
Prepare inspection reports for public release, ensuring compliance with privacy standards.
Communicate with stakeholders post-inspection and assist with survey facilitation.
Administrative Support
Manage calendars, schedule meetings, and prepare meeting agendas and minutes.
Handle correspondence, mail distribution, and records management (both electronic and paper-based).
Process financial transactions, including travel claims, invoices, and purchase reconciliations.
Assist in human resource tasks, such as onboarding, attendance tracking, and recruitment documentation.
Office Coordination
Maintain office inventory and equipment, including procurement and disposal as per corporate guidelines.
Establish and manage filing systems in compliance with records retention policies.
Draft and review correspondence, ensuring accuracy and professionalism.
Skills and Competencies
Administrative Expertise: Knowledge of OPS policies, procedures, and standards.
Technical Skills: Proficiency in Microsoft Office Suite, database management, and specialized software.
Communication Skills: Strong verbal and written communication for stakeholder interactions and reporting.
Organizational Skills: Ability to prioritize multiple tasks with competing deadlines.
Attention to Detail: Accuracy in documentation, data entry, and financial reconciliations.
Problem-Solving: Analytical skills to address inquiries, resolve issues, and improve processes.
Knowledge Requirements
Familiarity with the Long-Term Care Homes Act, related regulations, and PHIPA to support compliance and confidentiality.
Understanding of government administrative processes, human resources procedures, and financial protocols.
Proficient in operating standard office equipment and systems
