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Bilingual Office Assistant (Data Entry) #25-185 (Job opportunity)

Full-time Temporary (up to December 31, 2026, with possibility of extension) – Recruitment #25-185 (CUPE)

Number of Vacancies: 1

Division: Health Promotion and Vaccine Preventable Diseases

Location: Main Office – 1300 Paris St., Sudbury

Work Location Arrangement: Fully On-site – the position requires 100% on-site placement; it is operationally dependent based on established criteria; remote work is not an option.

Salary: $27.05 – $30.97 per hour (as per CUPE collective agreement)

Position summary:

We are currently seeking a highly motivated Office Assistant (Data Entry) professional to contribute to our organizational mission of working with our communities to promote and protect health and prevent disease.

Reporting to the Administrative Assistant, the Office Assistant (Data Entry) plays a vital role in supporting data management and provides a range of support services essential to the efficient operation of the assigned division such as responding to internal and external client inquiries, managing confidential correspondence and records, and processing program-related data, in alignment with the agency’s policies and requirements.

This position supports the functions of the Healthy Babies Healthy Children and Oral Health teams with a primary focus on data entry, database management, clerical tasks, answering phones, records management, and handling confidential documentation.

The Office Assistant positions are categorized according to primary assignment areas. These primary assignment areas are designated as: Intake, Division, Data, and District Offices. The primary assignment areas and duties/tasks may be redefined, as needed, to reflect changing priorities and work functions. In order to contribute to the overall, efficient functioning of the agency, all Office Assistants are expected to perform tasks and to provide assistance, as required, in any of the primary assignment areas.

Responsibilities:

• Inputs information, types, proofreads, and formats correspondence and documents in a clear, accurate, and concise manner.
• Works cooperatively and effectively with team members, other staff, and suppliers.
• Maintains confidentiality and/or security of information.
• Provides/directs required or relevant information to appropriate individuals on an ongoing basis and refers non-routine requests to the appropriate staff.
• Attends and records minutes at meetings as required.
• Maintains paper and electronic records/files/databases.
• Participates in the orientation of staff, students, volunteers, and others as required.
• If a designated first aid responder, provides first aid and/or administers Naloxone if needed.
• Keeps direct supervisor up-to-date on salient events and issues related to assigned responsibilities. This may include monthly and annual reports.
• Demonstrates professional conduct and communication in interactions with others.
• Applies appropriate technology to comprehensive programming (i.e. use of computerized health information and resources).
• Understands and implements procedures for proper collection, creation, storage, access, retention, and disposal of records.
• In a public health response, employees may be temporarily assigned alternate duties which do not exceed the qualifications, skills and abilities of the individual.

Requirements:

• Successful completion of a post-secondary certificate or diploma in Office Administration or similar discipline or equivalent in education and experience.
• Minimum of one year relevant experience.
• Advanced oral and written fluency in French language is required.
• Proficiency in computer database software applications for data entry, including ISCIS, BORN, OHISS, Maxident, and Microsoft Excel, Word and Outlook for data management and documentation will be considered an asset.
• Demonstrated ability to communicate clearly, appropriately and effectively with the public and staff in a courteous and tactful manner.
• Ability to compile, tabulate and prepare statistical data and run reports as required.
• Demonstrated ability to enter and manipulate a large amount of data with superior accuracy and attention to detail.
• Excellent administrative, time management and organization/planning skills.
• Strong attention to detail and accuracy in completing assignments.
• Ability to work with minimal supervision in a busy environment while setting priorities and meeting deadlines.
• Demonstrated strong interpersonal skills, with strength in problem solving and conflict resolution.
• Maintains current Ontario driver’s license and has access to a reliable vehicle with agency required insurance.
• Ability to provide two acceptable identity documents in order to be enrolled/registered in eHealth Ontario.
• Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

Send resumés with cover letter to:

Human Resources, Corporate Services Division
Public Health Sudbury & Districts
1300 Paris Street, Sudbury, ON P3E 3A3

Email: recruitment@phsd.ca

Please include the recruitment number in the subject line.
Please include cover letter and resumé in one PDF or Word document.

Tel: 705.522.9200, ext. 570
Fax: 705.522.5182

Application deadline:

Friday, October 17, 2025, at 4:30 p.m.

Public Health Sudbury & Districts is committed to creating an accessible, inclusive, and diverse workforce. We welcome applications from all qualified individuals, including Indigenous people, persons with disabilities, and persons of any race, sexual orientation, gender identity and expression.

To be considered for this position, applicants must be legally eligible to work in Canada.

Applications must include a WES/ICAS evaluation if degrees/diplomas were earned outside of Canada. Applications submitted without a WES/ICAS document will not be considered.

If contacted for an interview, and you require accommodation, please notify us by emailing recruitment@phsd.ca or calling (705) 522-9200, ext. 570. We will work with you to meet your needs.

We wish to thank all applicants for their interest in this position; however, only those invited for an interview will be contacted.

Check out why work for us!

This item was last modified on October 9, 2025

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