Administrative Assistant - Health and Safety Term
(existing position)
Non-Affiliated Level PES2
*If you are a current OCSB employee, you must use your OCSB ATE account to apply to this vacancy.*
The OCSB is currently seeking Administrative Assistant - Health and Safety (Term). The possible work addresses for this position can be found in our .
Why Work With The Ottawa Catholic School Board: The OCSB proudly serves over 50,000 students across 90+ work locations. We offer an education that respects all faiths' universal values and is grounded in Catholic principles. We foster innovation to inspire Deep Learning so that all can realize their full potential. We offer a collaborative work environment, fulfilling careers, and the opportunity to make a difference in our students' lives.
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.
The Ottawa Catholic School Board acknowledges that the land on which our schools are located is the traditional unceded territory of the Algonquin Anishnabek Peoples. We extend our respect to all First Nations, Inuit and Métis Peoples for their valuable past and present contributions to this land.
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
-
Performs 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.
How to Apply: Applicants are required to apply through the ApplytoEducation (ATE) platform and ensure a cover letter and resume are included in the ATE profile. The deadline to apply is 5:00 pm on June 2, 2026.
Interviews: We thank all applicants in advance for their interest; however, only those candidates selected for an interview will be contacted. Candidates are encouraged to check spam and junk mail boxes often for Board correspondence.
Reference Policy: We value your privacy. References will only be contacted if you are selected to move forward in the hiring process.
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.
Questions regarding the application process can be directed to [email protected] .
For assistance with ApplytoEducation, please contact ATE directly at [email protected] or by phone at 1-877-900-5627.
AI may be utilized throughout the selection and recruitment process.
Pursuant to the Accessibility for Ontarians with Disabilities Act (AODA), if you require accommodations at any time throughout the application process, please contact the Human Resources Department via email at [email protected] prior to the posting closing date so that appropriate arrangements can be made.
Information Collection Authority and Purpose: Pursuant to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information Protection Act (PHIPA) , personal information is collected under the statutory authority of Section 265(1)(d) of the Education Act , as amended. This information may be utilized for any or all of the primary administrative functions relating to the operational activities of the Ottawa Catholic School Board, including educational programs and services, student records, and interactions with Ministries of the Government of Ontario. The Board’s ‘ ’, the ‘ ’, and the supplementary document ‘ are accessible on the Board’s website at www.ocsb.ca. Inquiries may be directed to the school Principal or to the Privacy Officer, Ottawa Catholic School Board, 570 West Hunt Club Road, Nepean, ON K2G 3R4. Contact information: 613-224-2222 | [email protected] .
