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About the Role

Toronto Paramedic Services (TPS) is the largest municipal Paramedic Service in Canada, providing 24-hour pre-hospital emergency and non-emergency care. This position offers specialized senior-level administrative support to the Communications area, including Central Ambulance Communications Centre, Education and Quality Improvement, Systems Performance, Communications Systems Engineering, and the Hospital Liaison Program.

Responsibilities

Performs specialized and senior-level administrative tasks, including preparation, investigation, research, review, and oversight of projects.
Communicates with internal divisions for project coordination and liaises with external parties on administrative matters.
Identifies, screens, and prioritizes issues, initiating responses on behalf of the Deputy Chief.
Prepares and composes documents, summaries, and reports.
Manages the Deputy Chief's schedule, including arranging business travel, conference registration, accommodations, and interviews.
Prepares draft agendas, attends meetings, transcribes minutes, and provides status reports on action items.
Coordinates special events, workshops, and meetings, adjusting work plans for unscheduled events.
Provides work direction, training, and guidance to support and clerical staff.
Reviews correspondence and contract documents for accuracy and conformity to policies.
Extracts and consolidates information for reports and correspondence, undertaking research and analysis.
Organizes and maintains the Deputy Chief's electronic and paper filing systems.
Prepares and processes confidential and sensitive documents and handles related issues.
Acts as Divisional liaison with Councillors and Division Heads.
Handles inquiries regarding operational policies, public concerns, and FOI requests.
Assists in the preparation of briefs and presentation materials.
Develops and maintains contacts with staff, Councillors, government levels, the public, and private institutions.
Maintains awareness of corporate, cluster, and divisional administrative systems, issues, and initiatives.
Ensures reports are finalized and submitted to Council adhering to deadlines.
Identifies items with potential operational impact, compiles background information, and monitors committee/council agendas.
Makes recommendations for new or modified administrative functions and their implementation.
Follows up on Decisions of Council to ensure recommendations are adhered to.
Provides follow-up on assignments given to management staff and status reports to the Deputy Chief.
Assists in budget information compilation for forecasting and coordination.
Monitors, maintains, and balances petty cash, purchasing records, and invoices.
Maintains records related to budget administration.
Arranges business travel, including conference registration, accommodation, and cash advances, and reviews expense claims.
Organizes and maintains policy and procedure manuals.
Operates computers utilizing various software packages.
Reviews, prioritizes, distributes, and responds to the Deputy Chief's mail, emails, and inquiries.
Maintains various staffing records, such as attendance registers and employee files.
Orders, maintains, and oversees the purchase/lease of office equipment/supplies and maintenance, liaising with contractors.

Requirements

Considerable experience providing administrative assistance to senior management with a broad range of standard office practices and administrative matters.
Extensive experience utilizing various software packages (Word, Access, PowerPoint, Outlook, Excel) for document preparation, formatting, reports, charts, spreadsheets, and presentations.
Considerable experience organizing and scheduling meetings, conferences, and special events with staff, elected officials, government, and the public.
Experience working with various filing systems and managing large volumes of information (hard copy and electronic).
Experience accurately recording and transcribing formal meeting minutes and related follow-up activities.
Excellent organizational and time management skills, with the ability to work independently, prioritize, meet deadlines, and manage conflicting priorities.
Ability to exercise independent judgment and discretion with confidential matters and management staff.
Excellent communication skills (oral and written) for effective interaction with City Council, media, senior government officials, staff, and external stakeholders.
Knowledge of City and Divisional policies and procedures, municipal government operations, Council and Standing Committee proceedings, and divisional/political issues.
Strong analytical and problem-solving skills with strong attention to detail.
Ability to provide work direction, training, and orientation to clerical and administrative staff.
Ability to identify areas for improvement and make recommendations for administrative processes.
Familiarity with the Ambulance Act of Ontario and a broad understanding of Toronto Paramedic Services' offerings is an asset.
Familiarity with the Occupational Health & Safety Act and applicable regulations.
Ability to organize, anticipate issues, and perform work with minimal supervision.
Ability to provide work direction to other support staff.
Ability to research and compile data in a timely fashion.
Ability to utilize relevant systems such as Kronos and RPGS.
Ability to take minutes of committee proceedings, respond to committee questions on motion wording, and prepare final minutes.
Ability to support Toronto Public Service values to ensure a culture of equity, diversity, and respectful workplaces.
Excellent interpersonal skills with the ability to communicate effectively (oral and written) with Councillors, media, senior leadership, residents, and staff.
Independent judgment and discretion in dealing with confidential business proposals, information, and staff matters.
Knowledge of City and Divisional policies and procedures, municipal government operations, and council and committee proceedings.

Skills

Administrative Assistance
Project Oversight
Communication
Liaison
Issue Identification and Prioritization
Document Preparation
Scheduling
Meeting Coordination
Work Direction
Training
Policy Review
Information Extraction
Research
Analysis
Filing System Management
Confidentiality Management
FOI Request Handling
Brief Preparation
Presentation Development
Relationship Building
Budget Administration
Travel Arrangement
Expense Claim Review
Policy and Procedure Manual Management
Software Proficiency (Word, Access, PowerPoint, Outlook, Excel)
Organizational Skills
Time Management
Independent Work
Prioritization
Deadline Management
Conflict Resolution
Independent Judgment
Discretion
Analytical Skills
Problem-Solving
Attention to Detail
Work Direction
Process Improvement
Ambulance Act of Ontario Knowledge (Asset)
Occupational Health & Safety Act Knowledge
Kronos
RPGS
Minute Taking
Interpersonal Skills

Location

4330 Dufferin St, Toronto, M3H 5R9

Work Type

Full-Time
Permanent

Experience Level

Senior Level
Considerable experience
Extensive experience

Salary/Compensations

$38.20 - $41.70 per hour

About the Company

Toronto Paramedic Services (TPS) is the largest municipal Paramedic Service in Canada.
We provide 24-hour pre-hospital emergency and non-emergency care and transportation to and between hospitals for ill or injured individuals.
We offer public education programs to promote rapid and appropriate use of emergency medical resources.
We strive to significantly enhance the quality of life for all Torontonians through the provision of world-class, emergency pre-hospital healthcare.

Equal Opportunity

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.
The City of Toronto is committed to creating an accessible and inclusive organization.
We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA).
Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.
Disability-related accommodation during the application process is available upon request.