Administrative Assistant

Administrative Assistant
Organization: Ministry of the Attorney General
Division: Office of the Public Guardian and Trustee
City: Toronto
Language of Position(s): English
Job Term: 1 Temporary assignment/contract up to 12 months with possibility of extension
Job Code: 10OAD – Office Administration 10
Salary: $29.53 – $34.75 Per Hour*
Posting Status: Open Targeted
Job ID: 219900
Are you an organized individual who can communicate with tact and diplomacy during difficult
situations? If so, consider applying to this opportunity with the Office of the Public Guardian
and Trustee.
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.
What can I expect to do in this role?
You will:
• identify matters of importance and urgency for immediate attention to senior Ministry officials
• maintain Deputy Public Guardian and Trustee, Legal Director and Deputy Director’s calendar
to ensure it is kept up to date, make travel arrangements and set up agendas
• research material often of a confidential nature, to prepare reports
• transcribe from Dictaphone, handwritten notes or oral instructions and various
correspondence to prepare for signature
• distribute mail, correspondence and legal documents
• set up and maintain filing system
• create a maintain a bring-forward system
How do I qualify?
Administrative and Organizational Skills:
• you have knowledge of legal office methods, procedures and administrative processes
• you have organizational skills to meet deadlines in a high pressure environment
• you have the ability to manage a high volume of confidential and sensitive matters
Oral and Written Communication Skills:
• you have knowledge of English grammar, spelling and correct sentence structure to draft
correspondence
• you can deal tactfully with confidential sensitive matters and liaise with senior Ministry
officials and members of the public
• you have tact and judgement to deal with sensitive and confidential issues
Technical Knowledge:
• you have legal secretarial knowledge and to prepare legal documents and train new staff
• you have knowledge of legal terminology and legal formats to select data from information
provide and modify letters of a confidential nature
• you have knowledge of basic accounting practices to verify and reconcile invoices, travel
claims and reports
Computer Skills:
• you have knowledge of common office software, such as Word, Excel, PowerPoint and Outlook
to produce various documents according to established procedures
• you have knowledge of database applications to enter, track and update computer case
management systems and to prepare reports
Additional Information
Address:
• 1 English Temporary, duration up to 12 months, 595 Bay St, Toronto, Toronto Region,
Criminal Record Check
Compensation Group:
Ontario Public Service Employees Union
Understanding the job ad – definitions
Schedule:
3
Category:
Administrative and Support Services
Posted on:
Friday, September 27, 2024
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.
• C-AG-219900/24
How to apply:
1. You must apply online by visiting www.ontario.ca/careers. You must enter the job id
219900 in the Job ID search field to locate the job ad.
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 job description 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.
Remember: The deadline to apply is Tuesday, October 15, 2024 11:59 pm EDT. Late
applications will not be accepted.
We thank you for your interest. Only those selected for further screening or an interview will be
contacted.
The Ontario Public Service is an inclusive employer.
Accommodation is available under the Ontario’s Human Rights Code