Administrative Assistant - Temporary Full TIme

Job summary

The Administrative Assistant is responsible for maintaining and administering physical and electronic records systems while ensuring compliance with organizational retention programs. They will also provide guidance to staff on records management policies and support the retrieval and destruction of records as required.

Job details

Southwestern Public Health prides itself on the flexible work environment that employees have come to appreciate and value. SWPH is a workplace where employees are integral to the research, planning, collaborative efforts and delivery of programs and services. This position is presently located at the St. Thomas OR Woodstock site (location to be determined) This posting is for one (1) current vacancy. This position is anticipated to extend until December 31, 2026, subject to availability of work and funding. Southwestern Public Health (SWPH) is seeking a highly organized and detail-oriented Records Coordination Administrative Assistant to support the organization's records management and retention program. This role is responsible for maintaining and administering both physical and electronic records systems, ensuring compliance with records retention requirements, and providing records management support to staff across the organization. The successful candidate will possess strong records management knowledge, excellent organizational skills, and the ability to handle sensitive and confidential information with discretion. This position plays a key role in fostering a transparent, efficient, and compliant record-keeping environment that supports SWPH's operations and accountability obligations. Key Responsibilities Audit organizational records and monitor compliance with SWPH's Records Retention Program. Maintain and administer physical and electronic records management systems. Manage records inventories, classification structures, and retention schedules. Review and cross-reference existing electronic files against retention requirements, identifying records eligible for disposal or destruction. Provide guidance and support to staff regarding records management policies, procedures, and best practices. Assist leadership with records management initiatives and compliance activities. Respond to records-related inquiries and support clients seeking assistance with records requests. Coordinate with internal teams to meet records retrieval and response deadlines. Promote consistent and compliant record-keeping practices across the organization. Support continuous improvement of records management processes and systems. Qualifications Required College diploma in Legal Administration, Office Administration, Information Management, or a related field. Successful completion of a certified Records Management Program. Minimum two (2) years of experience in records management or a related information governance role. Experience working with electronic records management systems and technologies. Demonstrated ability to manage sensitive and confidential records. Strong organizational, communication, and interpersonal skills. Proficiency with Microsoft Office applications and electronic document management systems. Ability to work independently and collaboratively while managing multiple priorities. Preferred Graduate of an accredited Health Information Management program. Experience working in a healthcare, public health, municipal, or regulatory environment. Knowledge of records retention legislation, privacy requirements, and information governance principles. What You'll Bring You are a proactive professional who values accuracy, compliance, and service excellence. You enjoy helping others navigate records management processes and take pride in maintaining systems that support organizational effectiveness, transparency, and accountability Terms and conditions of employment are in accordance with the Employment Agreement. Salary Range: $35.44/hr to $39.76/hr (70 hours in a two-week period). Will receive vacation pay each pay period as well as pay in lieu of benefits following successful completion of the probationary period. Offered enrollment in the OMERS pension plan (if enrolled, in lieu benefits will reduce). Southwestern Public Health provides a flexible work environment. Hybrid work arrangements are available for some positions, depending on the program and operational requirements. Candidates are required to maintain a current valid Ontario Driver’s license and reliable access to an insured working vehicle. A criminal reference check completed within the last six (6) months from a Canadian Police Information Centre (CPID), inclusive of a judicial matters check, will be required of the successful candidate. Immunization Requirements: Fully vaccinated against COVID-19, are able to provide proof of immunization, and acknowledgement to follow Southwestern Public Health's policies and processes related to COVID-19 management in the workplace. Southwestern Public Health strives to meet the standards set out in the Accessibility for Ontarians with Disabilities Act (AODA) Customer Service Regulation, and will support candidates to modify our recruitment and selection process, should there be a need to modify or remove barriers to accommodate those with disabilities, if requested. Should a candidate be contacted and require accommodation at any point throughout the recruitment and selection processes, please notify the Human Resources representative who has contacted you. Your interest in this opportunity is appreciated. Only those under consideration will be contacted.

What you’ll do

The Administrative Assistant is responsible for maintaining and administering physical and electronic records systems while ensuring compliance with organizational retention programs. They will also provide guidance to staff on records management policies and support the retrieval and destruction of records as required.

Requirements

Candidates must hold a college diploma in a relevant field and possess at least two years of experience in records management or information governance. Proficiency in Microsoft Office and electronic document management systems is required, along with the ability to handle sensitive information with discretion.

Benefits

• Pension plan • Vacation pay • Pay in lieu of benefits

Listed skills

• Microsoft Office · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Records management
• Information governance
• Records retention
• Data auditing
• Electronic records management
• Compliance monitoring
• Microsoft Office
• Organizational skills
• Communication skills
• Confidentiality
• Records classification
• Document management
• Office Administration
• Regulatory Environment
• Record Keeping
• Accountability
• Organizational Skills
• Valid Driver's License
• Auditing
• Management
• Certified Records Management
• Customer Service
• Continuous Improvement Process
• Document Management Systems
• Retention Period
• Records Management
• Leadership
• Health Information Management
• Information Governance
• Information Management
• Interpersonal Communications
• Legislation
• Research Methodologies
• Operations
• Organizational Effectiveness
• Organizational Communications
• Coordinating
• Detail Oriented

Job areas

• Administrative
• Government & Public Sector
• Healthcare
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive