Administrative Assistant, Domestic Violence

The Victims and Vulnerable Persons Division seeks motivated people to be the first point of contact for the Victim/Witness Assistance Program (VWAP) to provide clients with program and services information, to provide client assistance and a full range of administrative services in a fast-paced environment.

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?

In this position, you will:
• respond to and record inquiries
• refer issues to appropriate staff
• receive and review incoming files and materials to determine priorities
• establish/maintain office filing systems
• input/manipulate data, prepare statistics and routine correspondence
• maintain reception area/waiting room and office equipment
• arrange meetings/coordinate appointments
• take meeting minutes
• assist in training/orientation

How do I qualify?

Mandatory

Typing to Ministry Standards (50 WPM)

Administrative and Technical Skills:

• you have the ability to acquire knowledge of the criminal justice system and processes including relevant legislation;
• you have the ability to acquire knowledge of community agencies and government organizations that support program clients;
• you have the ability to acquire knowledge of the Victim Witness Assistance Program services, policies and procedures and victim's issues;
• you have knowledge of the Freedom of Information and Protection of Personal Privacy Act to provide accurate, non-confidential verbal and written information;
• you have knowledge of office administration policies, procedures and practices to provide effective administrative services;
• you have arithmetic skills to reconcile/resolve travel claims, office expenditures and vendor invoices, to compile statistical program reports

Communications and Interpersonal Skills:

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

Analytical, Problem Solving Skills and Organizational Skills:

• you can review incoming mail and court documents;
• you can verify, reconcile and resolve office expenditures and inaccuracies in billing or expenditure reports;
• you can prioritize daily work, to organize information in case files, to maintain, input and revise electronic, manual and bring forward filing systems
• you have the ability to interpret and apply policies/procedures and legislation

Computer Skills:

• you are proficient with personal computers and office software applications such as word processing and spreadsheet applications to prepare correspondence, input data etc.
• you have knowledge of internet and website applications to access information related to general office administration
• you have experience operating database systems to input and retrieve data