Business Assistant (HYBRID)

We are establishing our new head office in London and looking to grow our team in this region! Candidates located in this region will be given preference.

Our people have different ways of working and lifestyles. We’re committed to a mix of working in the office, in the field and from home. You have some flexibility in terms of where and how work gets done to help you balance your personal life and career goals.

Salary Grade:  N05        From:  $69,028.00 

This is a temporary opportunity for up to 18 months

Job Summary:

Provide program support and assistance to the supervisor and his/her team in the resolution of multi-faceted issues as related to front line services, staff issues as well as across the WSIB.

Coordinate and manage the budgeting process on behalf of the supervisor and monitor, analyze and report on monthly, quarterly and biannual actuals versus forecast during the budget year for the business unit.

Undertake and manage special projects or studies to facilitate action and/or decision-making relative to cluster/divisional/branch activities or human resources issues. 

Key Accountabilities and Responsibilities:

1. Provide support and assistance to supervisor and management team to facilitate the administration of day-to-day activities by:

• responding to complaints, identifying issues including sensitive  or high profile issues, and resolving or expediting resolution of issues
• following up on outstanding action points, issues, projects and assigning activities/projects to appropriate parties while ensuring completion or resolution
• preparing correspondences, memos for supervisor’s approval, as well as status reports on various activities, projects, initiatives
• managing supervisor’s calendar (i.e., meetings and appointments) to ensure no conflicts arise including keeping him/her apprised of all changes
• preparing agenda and organizing material for meetings; up-dating supervisor on current issues as appropriate; may accompany him/her to take minutes of meetings

2. Act as a liaison or client contact to internal and external groups to facilitate effective and efficient communication between the divisions/units and other areas of the WSIB, and to resolve or expedite issues and complaints.  Respond to or provide general information on programs, services, corporate strategies and initiatives.

3. Co-ordinate and prepare the branch's annual operating and capital budget plan which includes analyzing past and current expenditure trends, anticipating future business needs and forecasting monthly and yearly expenditures; submit recommended budget plan to supervisor for discussion and approval.  Monitor and analyze monthly expenses and budget reports and identify and provide variance explanations for any deviances from the original forecast.

4. Identify and analyze data requirements for the development of ad hoc or weekly/monthly/quarterly operations reports for cluster/divisional/branch management to monitor trends, individual and branch/divisional performance levels, legislative compliance, etc., providing input as to the types of data to be collected or the best methods of illustration or format.  Gather and compile the data from various sources as required, such as on-line computer systems, branch manuals, records, Corporate Data records/systems.  Produce reports using software programs such as Lotus Notes, Microsoft Office, Freelance Graphics, Q&A Database, Khalix.

5. Participate on committees and in various in-house projects or studies to facilitate action and/or decision making relative to cluster/divisional/branch initiatives, business needs and activities or HR issues which may include research and gathering of background information, as required.

6. Liaise with facilities planning and I.S. on issues relating to staff movement and change such as floor design, furniture and lighting requirements, computer hardware and software requirements, security access issues, health and safety issues, in order to facilitate the efficient and effective operation of the unit.

7. Act as security administrator to cluster/divisional/branch staff for all on-line computer systems (TSO, Imaging, CICS, ACES, SharePoint, etc.) by ensuring staff have appropriate access to systems as per approved guidelines; resetting passwords, authorizing new/revised security access, authorizing financial profiles for staff and management to process WBS on-line payments, generating violation error reports to monitor and identify misuse or inappropriate attempts to access on-line systems.

8. Develop and maintain cluster/divisional/branch SharePoint Site by:

• ensuring that all contact information and outlines are up-to-date
• ensuring that all libraries (document, links, etc.) are updated and fully functioning

Job Requirements:

1. Education (Level and Specialty / Discipline):    

• College diploma

2. Experience (Years of Related Experience and Type of Experience):           

• 3 years

Our commitment to equity, diversity and inclusion

We respect and value the diversity of our people. We strive to create an environment where employees can be themselves and where our differences are celebrated.

We value and celebrate diversity and are committed to creating inclusive experiences for both our employees and prospective employees. We invite all interested individuals to apply. If you require accommodations in order to apply to this position please contact talentacquisitioncentre@wsib.on.ca.  If you are invited to participate in the interview or assessment process, you can advise our Recruiter of your accommodation needs at that time.  

Please visit our EDI Vision to learn more about what actions WSIB are taking to advance our commitment to equity, diversity and inclusion and to support all employees participating and contributing to their full potential

Disclosing conflicts of interest

As public servants, employees at the WSIB have a responsibility to act in an ethical way at all times to create a respectful workplace and maintain public trust. Job applicants are required to disclose any circumstance that could result in a real, potential or perceived conflict of interest. A conflict of interest is any situation where your private interests may impair or be perceived to impair the decisions you make in your official capacity. This may include: political activity, directorship, other outside employment and certain personal relationships (e.g. with current WSIB employees, customers and/or stakeholders). If you have any questions about conflict of interest obligations and/or how to make a disclosure, please contact the Talent Acquisition Centre at talentacquisitioncentre@wsib.on.ca.

Privacy information

We collect personal information from your resume, application, cover letter and references under the authority of the Workplace Safety and Insurance Act, 1997. The Talent Acquisition Centre and WSIB hiring parties will used this information to assess/validate your qualifications, determine if you meet the requirements of vacant positions and/or gather information relevant for recruitment purposes. If you have questions or concerns regarding the collection and use of your personal information, please contact the WSIB’s Privacy Office at privacy_office@wsib.on.ca. The Privacy Office cannot provide information about the status of your application.

As a precondition of employment, the WSIB requires that prospective candidates undergo a criminal records name check any time before or after they are hired.

To apply for this position, please submit your application by the closing date.