Apply By: Tuesday, July 22, 2025 11:59 pm EDT

Administrative Assistant

Job ID:

230369

Posting status:

Open

Organization:

Ministry of the Attorney General

Division:

Victims and Vulnerable Persons Division

City:

Guelph

Position(s) language:

English

Job term:

1 Permanent

Job code:

09OAD - Office Administration 09

Salary:

$28.14 - $32.82 Per hour*
*Indicates the salary listed as per the OPSEU Collective Agreement.

Are you calm under pressure and passionate about helping others? Join the Victim/Witness Assistance Program (VWAP) as an Administrative Assistant, where you'll be the first point of contact for people in crisis. Working with a small, supportive team, you'll provide vital information and triage service requests for vulnerable clients navigating the justice system. This is more than an admin role—it's a chance to be part of a team making a real difference in people's lives, to collaborate with community partners, and grow in a meaningful, service-driven environment.

About the job

As the Administrative Assistant in the Victim/Witness Assistance Program (VWAP), you'll provide essential administrative and front-line support in a fast-paced, client-focused environment. Your work will help ensure the smooth operation of the office and timely support for clients and justice partners.

Every day will be a little different, but you can expect it to include activities like:

• Responding to and documenting inquiries from clients, justice partners, and community agencies

• Triaging urgent situations and referring individuals to the appropriate staff or services

• Receiving and reviewing incoming files and materials to determine priorities

• Maintaining organized and confidential filing systems (electronic and paper)

• Entering and managing data, preparing routine correspondence, and compiling statistics

• Coordinating appointments, meetings, and training sessions; taking minutes as needed

• Supporting onboarding and orientation for new staff

• Maintaining the reception area and ensuring office equipment is in working order

NOTE: The duties of the job will require the successful candidate to travel within the region.

What you bring to the team

Mandatory requirements

• Job requires typing at a speed of 50 words per minute.

Specialized Knowledge and Skills:

You have knowledge of:

• the criminal justice system and processes including relevant legislation
• legal terminology in court documents, and meaning of court language
• community agencies and government organizations that support program clients in order to provide information to clients and act as a point of contact for clients who may be in crisis or in need of emergency assistance
• the practices and procedures of the Freedom of Information and Protection of Personal Privacy Act to provide accurate, non-confidential verbal and written information
• office administration policies, procedures and practices to provide effective administrative services
• arithmetic to reconcile/resolve travel claims, office expenditures and vendor invoices, to compile statistical program reports
• you have an understanding of relevant services (example: the Victim Witness Assistance Program services), policies and procedures and victim's issues

Communications and Interpersonal Skills:

You can:

• maintain tact, sensitivity and diplomacy to deal with clients who may be emotional, upset or in crisis situations
• provide appropriate front-line customer service and support to provide appropriate information in response to routine and non-routine enquiries
• prepare routine correspondence and proofread written communications for accuracy in content, grammar, spelling, sentence structure, punctuation and format
• the ability to work effectively within a team environment

Analytical, Problem-Solving Skills and Organizational Skills:

You can:

• review incoming mail and court documents
• verify, reconcile and resolve office expenditures and inaccuracies in billing or expenditure reports
• prioritize daily work, to organize information in case files, to maintain, input and revise electronic, manual and bring forward filing systems

Computer Skills:

You have knowledge of:

• personal computer and office software operations such as word processing, spreadsheet applications to prepare correspondence, and input data
• internet and website applications to access information related to general office administration

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 a wide range of 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

• tailored work arrangements, including opportunities like flex hours, self-funded leave and more

Our comprehensive compensation and benefits package 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:

Tuesday, July 22, 2025 11:59 pm EDT

Position details:

• 1 English Permanent, 36 Wyndham St S, Guelph, West 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:

Tuesday, July 8, 2025

Note:

• 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.
• T-AG-230369/25

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 job description 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