Administrative Assistant - Health and Safety Term, Ahuntsic North

Administrative Assistant - Health and Safety Term (existing position)

Non-Affiliated Level PES2

The OCSB is committed to equitable hiring, employment and promotion practices and is dedicated to an inclusive workforce that reflects the diversity of our students and our communities. The OCSB is actively seeking applications from Indigenous peoples, Black and racialized people, persons with disabilities, people from gender diverse communities and/or people with intersectional identities, as well as individuals who can contribute to continuous diversification of ideas.

Reporting to the Health and Safety Coordinator, the Health and Safety Administrative Assistant provides administrative support to the health and safety team, ensuring the effective delivery of training programs and health and safety initiatives across the organization. With a strong focus on operational efficiency, the role ensures the smooth execution of training events, accurate record-keeping, and timely communication to support staff and organizational safety goals.

This role is a great fit for someone who enjoys working on a variety of duties simultaneously, is excited about bringing new ideas and rolling out new health and safety trends and initiatives. The successful candidate will be able to learn about the Board's values and work independently. This person will have a strong work ethic, demonstrating pride in and accountability for the quality of their work.

Job Description

Order and manage the inventory of training equipment and participant materials for various training and other health and safety programs, and liaise with vendors for quotes/discrepancies, and ensure timely distribution to schools and departments

Coordinate and schedule training sessions in collaboration with internal trainers and external providers (e.g., Canadian Red Cross, Crisis Prevention Institute)

Assist with training room setups and ensure all logistical needs are met

Maintain and update staff training records across multiple systems to ensure strict compliance with mandatory training requirements

Serve as the primary point of contact for staff inquiries regarding training schedules, certifications, and safety updates.

Generate and run compliance reports to track staff certifications and proactively follow up on outstanding requirements

Assist in the annual inspection, maintenance, and tracking of emergency equipment (AEDs, first aid kits) across various sites to ensure full regulatory compliance

Process purchase requisitions, invoices, and expense reports through the Sparkrock accounting system; track departmental expenditures and assist with budget forecasting

Update and maintain the health and safety website with current legislation and best practices, and help create resources such as fact sheets, safety guidelines, and training materials

Perform other duties as assigned by the Supervisor

Required Qualifications

Secondary School Diploma or equivalent

Minimum of two years of administrative experience

Demonstrated attention to detail

Excellent organizational and communication skills

Strong analytical and time management skills

Ability to create and maintain strong working relationships with stakeholders

Proficient with Google Suite (Gmail, Forms, Sheets, Drive, etc.)

Understanding of a unionized environment

In addition, the following will be considered an asset

Experience with Sparkrock, ATE, Vector, K212 and PowerSchool processes and systems

Joint Health and Safety Committee (JHSC) Certification

Current First Aid Certificate

This is a full-time, temporary assignment with an annual salary range of $54,167 - $66,088. The start date is as soon as the recruitment process is complete, with an anticipated end date of August 14, 2026. Interviews will be conducted immediately following the closing date.

If you are not currently an OCSB employee, you will be required to provide an appropriate, original Vulnerable Sector Police Record Check dated within the last six months before you can commence employment.

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