Administrative Assistant, Occupational Health & Wellness - Temporary Full-Time (0.8) (Until March 2027)

Compensation Pay Range: $30.88-$36.35 Job Description: If you are a current CHEO employee with access to Workday, please apply to this posting via the Workday application as an internal applicant using the Jobs Hub. To successfully apply for this position, please submit your application by 11:59 pm the day before the advertised closing date in the posting to ensure your application is received. Ottawa is built on un -ceded Algonquin Anishinaabe territory. The peoples of the Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO also honours all First Nations, Inuit and Métis peoples and their valuable past and present contributions to this land. CHEO is one of the few stand-alone, global leaders in pediatric health and is home to more than 6,500 staff, clinicians, scientists and researchers, as well as volunteers – all of whom work together to help children and youth achieve their best lives. Within its own walls and through partnerships with community providers, CHEO has transformed from a 20th century acute care hospital into a 21st century integrated child and youth health system. Ranked in the top 1% of Canadian hospitals for the digitization of its clinical infrastructure, CHEO combines excellence in clinical care, research, and education to advance seamless care that’s provided where, when, and how it is needed. CHEO’s Research Institute is dedicated to world-class clinical, translational, and basic science research covering a wide range of children’s health concerns. CHEO has been named Canada’s best health-care employer by Forbes in 2024 , 2025 and 2026 and is ranked second among Canadian hospitals on its list of Canada’s Best Employers for multiple consecutive years. For the 14th consecutive year in a row, the editors of Canada's Top 100 Employers has recognized CHEO as a top employer in the National Capital Region. Every year CHEO helps more than 500,000 children and youth from Eastern Ontario, western Quebec, Nunavut and Northern Ontario. POSITION SUMMARY: Provide administrative support to the Manager, Occupational Health & Wellness, Occupational Health Nurses, Wellness Coordinator and Clinic Registered Nurse. REPORTING: Under the general direction of the Manager, Occupational Health and Wellness. MAIN RESPONSIBILITIES:

• Greet employees at the department front desk and direct to the appropriate resource within OH&W.
• Provide initial guidance to staff who contact OH&W via telephone or email with questions and concerns.
• Book appointments and schedule meetings and room bookings.
• Complete clerical duties (photocopying, faxing, event preparation, etc.) as required.
• Process and distribute mail.
• Manage OH&W filing system and offsite storage of records for appropriate retention period.
• Receive and distribute invoices for approvals.
• Prepare reports from the Human Resources Information System (HRIS) and Electronic Medical Records data.
• Provide training on OH&W tools and forms to ensure casual support staff are prepared to provide vacation or sick leave coverage.
• Work closely with Manager and Occupational Health Nurses to organize yearly tuberculosis screening and skin testing.
• Assist with surveillance reports following notification of exposure or outbreaks.
• Enter data into Smart Stream or other data storage software – (i.e. TB test results, Influenza status, new employee assessments and mandatory vaccinations, N95).
• Format electronically based reports and correspondence, prepare spreadsheets, takes summary notes at meetings, prepare documents for review.
• Assist with preparing presentations, including formatting, branding and editing.
• Prepare statistics and provide corporate indicators.
• Perform work in accordance with the provisions of the Occupational Health and Safety Act and Regulations and all CHEO corporate/departmental policies and procedures related to Occupational Health and Safety.
• Assist with immunization campaigns, including coordination of external staff and volunteers for multiple events.
• Prepare new hire and benefit related documentation and files.
• Communicate with employees on missing OH&W documentation.
• Preparation email communications regarding upcoming OH&W events, for example: Flu Shot Campaign/Drive Thru Clinic in the Fall.
• Perform other related duties as assigned by supervisor. QUALIFICATIONS:
• Completion of a two (2) year diploma program in Human Resources, Office Administration or related field (Essential)
• Two (2) years of related experience (Essential)
• Experience working in a health care setting (Preferred)
• Demonstrated ability to effectively use software including word processing, spreadsheet, presentation, email. (Essential)
• Demonstrated ability to take steps to ensure timely completion of tasks by adjusting priorities as required. (Essential)
• Demonstrated ability to adapt to changes to meet organizational requirements. (Essential)
• Demonstrated ability to communicate effectively and concisely, both orally and in writing. (Essential)
• Demonstrated ability to deal effectively with internal and external customers. (Essential)
• Demonstrated ability to work well independently and in teams. (Essential)
• Demonstrated working knowledge of applicable occupational health and safety legislation; general knowledge of corporate/departmental policies and procedures related to health and safety. (Essential)
• Demand on energy as a result of lack of control over work.
• Fatigue resulting from close visual attention and periods of sitting confined to a workstation.
• Minor exposure to disagreeable conditions (e.g. lack of privacy).
• Subject to frequent interruptions.
• Criminal Record Check (Level 1) (Essential)
• Bilingualism (English & French) (Preferred) Timeline may be extended or shortened based on operational needs Effective March 29, 2021, CHEO will conduct a more comprehensive pre-screening and evaluation process. This process may include more varied and multidimensional testing such as a written test, practical exam, or other assessment. All candidates who meet the essential and preferred qualifications may be tested. Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire. Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [email protected] . All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act. CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process and welcome interest from all qualified applicants. Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [email protected] . All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act. We thank all those who apply, however, only those to be interviewed will be contacted.