Administrative Assistant, Workplace Safety, Prevention & Compliance

JOB SUMMARY

The Workplace Safety, Prevention & Compliance Branch is responsible for the development and implementation the Occupational Health and Safety Management System (OHSMS) and to provide occupational health and safety resources to support all City of Ottawa departments. The Branch creates and executes corporate Occupational Health & Safety initiatives and ensures the integration of the OHSMS with strategic management and decision processes.  

You are responsible for providing administrative support to the Workplace Safety, Prevention & Compliance Branch. You coordinate claims and/or complaint case files as a result of a workplace safety issues, including submitting report forms within required timelines and verifying case files are complete with all relevant documentation.

EDUCATION AND EXPERIENCE

Completion of 1 year post-secondary education/certificate in Human Resources or a related field.

Minimum three (3) years of administration experience, preferably in Human Resources

KNOWLEDGE

• Knowledge of the Workplace Safety and Insurance Board Act and the Occupational Health and Safety Act and/or the ability and aptitude to learn relevant parts of each Act. 
• Experience with datasets and analytics (Excel); the ability to create Excel spreadsheets and/or BI Dashboards, to support the team’s need to calculate WSIB costs, track WSIB claims. To provide data insights and trend analysis.
• General understanding of municipal governments and unionized work environments including collective bargaining and agreements
• General office procedures and equipment
• Records management practices and techniques
• Proficiency with SharePoint (libraries, lists and document sets)
• Proficiency with MS O365 to support the production of documents, spreadsheets, reports and presentations
• Knowledge of applicable health and safety legislation, including the rights and duties of workers

COMPETENCIES, SKILLS AND ABILITIES

• Demonstrates tact, diplomacy and discretion, and maintains strict confidentiality
• Appropriately assess and refer sensitive or contentious issues for follow-up
• Ability to build rapport and establish trust quickly
• Highly organized with the ability to prioritize, set schedules, meet deadlines, handle multiple projects/activities and competing demands, and deliver results in a changing work environment
• Strict attention to detail and accuracy
• Adaptable to change and reliable

Core Behaviours
Core behaviours define the City’s expectations of the behaviours employees should demonstrate in performing their work.  They are reflective of the City’s culture and values and guide all our present and future activities.  Every employee is encouraged to learn, embody and demonstrate these core behaviours.

Review the Core Behaviours.