Administrative Assistant

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Do you have experience working in a routine, high throughput environment in an administrative role? Are you systematic in your work and able to follow protocols, yet confident and capable of solving problems on your own initiative when required? If you value quality and enjoy working within a team supporting the broad objectives of a large organization, we invite you to apply for the role of Administrative Assistant with the Ontario Centre of Forensic Sciences (CFS).

We are seeking experienced administrative professionals who are self-reliant, detail-oriented, and highly organized to provide secretarial and administrative support to managers and CFS staff. Administrative Assistants at the CFS play an integral role in ensuring that the laboratory functions seamlessly. They provide frontline essential services for the organization, interacting with staff, clients, stakeholders and auxiliary personnel within and external to the laboratory. A positive demeanor and excellent communication skills are prerequisites to be successful in this role.

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OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

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What can I expect to do in this role?

• answer and direct telephone calls and greet visitors;
• maintain CFS filing system;
• receive, sort, distribute and track incoming mail, including evidentiary containers, and outgoing mail;
• organize meetings and make arrangements;
• provide back-up support for other administrative personnel;
• prepare documents such as letters, reports, forms, presentations, and spreadsheets and distribute as directed;
• communicate confidential case reports/documents and notifications to clients using web-based, encrypted systems for secure documents transfer via email;
• database data entry and generation of reports for management;
• distribution of client feedback surveys and letters, maintain feedback records;
• manage administrative and quality documents to adhere to records retention and accreditation requirements;
• assist with the delivery of annual quality system programs;
• provide human resources support to managers, including recruitment.

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How do I qualify?

Applicant Information Session:

Want to learn more about this opportunity?
Join us for an information session on Tuesday January 14, 2025, at 1:00p.m. EST where you will have a chance to find out more about the job, the team and the Branch.

Be sure you add this event to your calendar so you don't miss out! Join on your computer, mobile app or room device
Join on your computer, mobile app or room device
Click here to join the meeting

Alternatively, you can join the meeting by:
1- Open your MS Teams Calendar
2- Select# Join with an ID
3- Enter the following meeting ID and passcode:
Meeting ID: 252 959 604 713
Passcode: Ho7573q7

If you can't make it - no problem. Attendance at the session is optional and will have no impact on hiring decisions.

** ASSIGNMENT INSTRUCTION FOR ALL APPLICANTS **

Please read and respond to the following question. Your response must be less than 250 words and included with your application. Submit everything as one document (i.e., along with your cover letter and resume to JOB# 224456). Please note that if you do not include a response to this question your application will NOT be considered further.

The role of an Administrative Assistant at the Centre of Forensic Sciences is an extremely important one, requiring attention to detail while working in a time-sensitive, high-volume environment. The work can often be repetitive, and incumbents are required to adhere to administrative procedures while being able to take independent action from time to time. The role requires excellent interpersonal skills to work within a team and to communicate effectively with staff, clients and stakeholders. Using examples, describe how your experiences and personal qualities match these requirements.

Administrative Skills

• You have demonstrated experience working in a routine high-volume administrative environment.
• You can adhere strictly to administrative policies, procedures and protocols.
• You have demonstrated organization skills to determine work priorities, effectively manage time and respond to client and CFS staff needs in an environment of changing administrative pressures.
• You have knowledge of administrative procedures to route telephone inquiries or correspondence from clients, coordinate calendars, make travel and meeting arrangements, sort, distribute, and track incoming/outgoing mail and create accessible documents.
• You can prepare and proofread correspondence and other documents.

Analytical and Problem-Solving Skills

• You can determine priorities and manage conflicting deadlines.
• You are able to determine the most effective format to present information when preparing materials.
• You can recognize non-conforming or atypical issues and take independent action to resolve them.

Communication Skills

• You have demonstrable written, oral and interpersonal communication skills to effectively interact with fellow staff, managers, clients and external vendors.
• You can maintain confidentiality when required.
• You have written communication skills to compose correspondence materials while ensuring accuracy in grammar and spelling.

Knowledge

• You are able to gain and retain knowledge of quality assurance and accreditation standards specifically for forensic laboratories related to a variety of administrative functions.
• You have a general understanding of health and safety practices and procedures as it pertains to working in a laboratory environment.
• You have the ability to gain a general knowledge of the disciplines of forensic science and the scientific work of CFS sections.
• You have knowledge of records retention requirements.

Computer Skills

• You have experience using computer software programs including word-processing, spread sheets and databases (e.g. Word and Excel) to the extent that you can enter and retrieve information and produce materials such as reports, tables and correspondences.
• You possess sufficient computer literacy to learn new task-specific computer applications.

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Additional information:

Note:

• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
  
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• T-SL-224456/24(2)

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How to apply:

1. You must apply online.
2. 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.
3. 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.
4. Read the to make sure you understand this job.
5. OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
6. 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.

Please be advised that the results of this competition may be used to form an eligibility list of qualified candidates to potentially fill future vacancies represented by the Ontario Public Service Employees Union (OPSEU). In accordance with the Collective Agreement, eligibility lists are shared with OPSEU representatives. By applying to this competition, you are providing consent that your name may be shared with OPSEU representatives.

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

All Ontario Public Service external job advertisements are posted in English and French. To confirm the language requirements of a job, check the "language of position" information at the top of each job ad. For all positions, candidates will be assessed in English, the business language of the Ontario Public Service. For English/French designated bilingual positions, candidates will also be assessed through French-language proficiency testing.

Toutes les offres d'emploi externes de la fonction publique de l'Ontario sont affichées en anglais et en français. Pour connaître les exigences linguistiques, vérifiez les renseignements sur la « langue du poste » figurant dans le haut de chaque offre d'emploi. Pour tous les postes, l'évaluation des candidates et candidats se fera en anglais, la langue usuelle de la fonction publique de l'Ontario. En ce qui concerne les postes désignés bilingues, la maîtrise du français des candidates et candidats sera également évaluée.

The Ontario Public Service is an inclusive employer.
Accommodation is available under the Ontario's Human Rights Code .