Programs Administrative Assistant (Ontario Victim Services)

Job Responsibility: Apply By: Wednesday, May 14, 2025 11:59 pm EDT

Programs Administrative Assistant (Ontario Victim Services)

Job ID: 229160 Posting status: Open Organization: Ministry of the Attorney General Division: Victims and Vulnerable Persons Division City: Ottawa, Toronto Position(s) language: Both English and bilingual Job term: 2 Temporary - up to 12 months with possible extension Job code: 09OAD - Office Administration 09 Salary: $28.14 - $32.82 Per hour* *Indicates the salary listed as per the OPSEU Collective Agreement.

Join Our Dynamic Regional Teams as a Programs Administrative Assistant!

We have two temporary openings for up to 12 months with possible extension, for both bilingual (French/English) and unilingual (English) candidates to provide essential clerical and administrative support in our Regional Offices in Toronto and Ottawa. The Victim Witness Assistance Program, within the Victims and Vulnerable Persons Division, is looking for two highly organized and proactive administrative professionals. As a Programs Administrative Assistant, you will support our Regional Office staff and front-line program delivery offices in areas such as transfer payment, general program, and HR administration. Who we are: The Ontario Victim Services provides support and services to victims and vulnerable individuals involved in the justice system. We offer information, help, and support to victims and witnesses of crime to help them understand and participate in the criminal court process. Services include emotional support, court updates, and coordination with the Crown attorney.

About the job

The Programs Administrative Assistant position provides clerical/administrative support related to program administration through ministry-managed offices and transfer payment agencies (TPAs). In this role, you will:

• provide administrative support to a busy regional office and front-line program delivery offices
• provide human resources administration support such as preparing WEAR forms and resolving payroll discrepancies
• organize meetings and conferences, including making travel, accommodation and catering arrangements
• gather data and roll-up statistical reports on Victim/Witness Assistance Program (VWAP) sites and Transfer Payment Agency programs/services
• monitor incoming inquiries and correspondence, refer non-routine issues as appropriate and draft routine letters and requests for information

NOTE: These positions will require you to be at the workplace three (3) days a week.

What you bring to the team

Mandatory requirements

• you can type 50 words per minute
• you are proficient in English as well as in oral and written French at the advanced level (this requirement is for the position located in Ottawa)

Administrative knowledge and skills:

• you have knowledge of administrative processes and practices (e.g. electronic and manual filing, booking travel, arranging meetings and conferences, taking minutes, ordering supplies, managing correspondence, attendance management and pay administration)
• you can provide effective program and HR administrative support to staff
• you can support management in the recruitment process (e.g. scheduling interviews, preparing hiring documents)
• you have experience producing contracts and routine correspondence, maintaining a database/mailing list, and creating reports

Communication and interpersonal skills:

• you can communicate clearly to provide information on program area in response to internal and external inquiries and explain administrative procedures to staff
• you have demonstrated ability to exercise judgment, tact and diplomacy when communicating verbally and in writing
• you can compose routine correspondence from oral instructions or handwritten notes and ensure correct spelling and grammar

Analytical and organizational skills:

• you can apply your analytical and problem-solving skills to correct errors, clarify issues/problems and provide solutions and options
• you value accuracy and attention to detail in your work
• you have organizational and time management skills to determine priorities
• you can work effectively in a high pressure, high volume environment

Computer skills

• you can use computer software (e.g. Word, Excel and PowerPoint) to develop template and create clear, well-formatted reports, letters, presentations and spreadsheets
• you can use HR Information Systems (e.g. WIN) to monitor, lookup and extract employee data

Don't meet every qualification?

If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!

How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions. Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please contact us. Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

What we offer

The Ontario Public Service is one of Ontario's largest employers. Employees work for 29 ministries, with offices in more than 70 cities across the province. We offer:

• a career that can grow across ministries and job functions
• flexible learning and developmental opportunities, including education and mentorship programs
• many employee networks offering support for and education about underrepresented groups

This role comes with a comprehensive compensation and benefits package that includes:

• a defined-benefit lifetime pension plan (guaranteed, ongoing inflation-protected income after retirement)
• group health, dental, life and disability benefits
• a range of vacation and leave options
• an Employee and Family Assistance Program, which provides confidential counseling services

Additional information:

Apply by: Wednesday, May 14, 2025 11:59 pm EDT Position details:

• 1 English Temporary, duration up to 12 months, 720 Bay St, Toronto, Toronto Region, Criminal Record and Judicial Matters Check
• 1 Bilingual English/French Temporary, duration up to 12 months, 351 Preston St, Ottawa, East Region, Criminal Record and Judicial Matters Check

Compensation group: Ontario Public Service Employees Union Work hours: Schedule 3.7 Category: Administrative and Support Services Posted on: Wednesday, April 30, 2025

Note:

• This ad is also available in French.
• About security checks: A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities. If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in. Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.

How to apply:

• You must apply online.

• Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.

• Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.

• Read the to make sure you understand this job.

• OPS employees are required to quote their WIN EMPLOYEE ID number when applying.

• If you require a disability related accommodation in order to participate in the recruitment process, please Contact Us to provide your contact information. Recruitment services team will contact you within 48 hours.

Language requirements and assessment: All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation: Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.

Strengthening Ontario, together