Assistant

The Children’s Health Program Innovation and Integration Network (CH PIN) brings together patient and family advisors, operational and physician leaders, frontline teams, and system partners. Through an evidence-based and innovation-driven approach, we aim to: Improve health outcomes for children and families, enhance patient and provider experiences, optimize health system efficiency and sustainability. We are seeking an ambitious, detail-oriented, and highly motivated Assistant to support the CH PIN. This role is perfect for someone with a strong work ethic, excellent organizational skills, and a passion for innovation in healthcare. The ideal candidate will have great design skills for creating high-quality slide decks and reports, along with the ability to manage budgets, track recruitment activities, and support key administrative functions. The Assistant reports directly to the Senior Program Lead (SPL) and provides essential administrative and operational support, including: Executive Support & Coordination: Managing the SPL’s schedule, maintaining calendars, organizing meetings, and making travel arrangements for the leadership team. Document & Presentation Preparation: Under the direction of the SPL, creating compelling presentations, reports, and briefing notes to support strategic initiatives. Financial & Administrative Oversight: Monitoring budgets, tracking expenditures, and ensuring compliance with financial policies. Recruitment & HR Coordination: Supporting hiring processes, onboarding, payroll, and HR policy adherence. Records & Project Management: Maintaining strong file management practices, tracking timelines, and coordinating special projects. Collaboration & Stakeholder Engagement: Working closely with other PINs and external partners to align initiatives and support system integration improvement.

Daily duties include: Drafts correspondence for the CH PIN Leadership Team, and proof-reads prepared correspondence for accuracy, grammar and proper format. Reviews signed executive correspondence and forwards to the appropriate portfolio and/or department for action. Directs and guides departmental staff on form, accuracy and content of correspondence that requires executive signature. Reviews, tracks and organizes incoming/outgoing correspondence to identify priority items, and responds to requests/complaints. Assigns, reviews, revises, tracks and follows up on Action Requests from other executive or equivalent’s offices. Research information from a variety of sources in order to respond to Action Requests. Brings unique items to the attention of the SPL, ensuring confidentiality and discretion is maintained, as required. Coordinates activities related to the SPL and CH PIN schedules; screens meeting requests, redirects requests where appropriate; and prioritizes meetings. Prepares meeting packages for the SPL and working groups, ensuring background related material is available, prepares and circulates meeting agendas and minutes. Maintains a “bring-forward” database for assignments, meetings, action requests and projects to ensure timelines are met. Monitors budgets. Reviews financial reports, invoices and approval forms for completeness, accuracy and appropriate signatures. Prepares expense claims and ensures governing financial policies and procedures are adhered to. Monitors contract expenditures to ensure they are within the scope of the contract and in accordance with financial policies and procedures. Processes payments related to procurement card expenditures and supply purchases.

A minimum of a high school completion plus five years progressively responsible related experience is required. AHS systems and processes and applicable provincial legislation, policies, and processes. Excellent written and oral communication skills with an ability to build positive working relationships with others across the province.

In addition, the incumbent will possess a record of accomplishment in the following areas: General office policies and procedures including, but not limited to, financial & travel policies, human resources policies, electronic communication requests systems, Freedom of Information and Privacy (FOIP) and human resources. Excellent knowledge of political sensitivities & the diverse interests of a range of partners and audiences. Excellent telephone etiquette, ability to collaborate & manage changing priorities and tasks Considerable working knowledge of Office software (Outlook, Excel, Word, Teams and PowerPoint) in order to respond to action requests, and to prepare and edit correspondence, and respond to stakeholder inquiries. Proven ability to foster partnerships and to achieve organizational goals within a large, diverse organization. Ability to foster a climate of collaboration and cooperation amongst, and builds solid relationships with public agencies, government, boards, committees, & other stakeholders. Ability to work independently with guidance in only the most complex situations. Ability to lead change and create innovation solutions for complex and diverse issues. Ability to manage resources in a changing and multifaceted environment with diverse, complex, and sensitive issues.

Past experience working as part of a provincial team is an asset. A diploma in business administration is preferred. Other highly preferred skills include: Experience in resource management including recruitment, performance reporting, and budgetary accountability Proficiency with e-People, SharePoint, MarkView, and iExpense.