The Victim Witness Assistance Program, within the Victims and Vulnerable Persons Division, is looking for a highly organized and proactive administrative professional. 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.
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: This position will require you to work from 351 Preston Street in Ottawa, 5 days a week.
- you can type 50 words per minute
- you are proficient in English as well as in oral and written French at the advanced level
- 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
- 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
- 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
- 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
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!
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
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
