Administrative Assistant

2 weeks ago

Kitchener, Ontario, Canada Ombudsman Ontario Full time

Are you ready to be part of a dynamic team doing rewarding work?


In this exciting, and rewarding opportunity, you provide office and administrative support for the Ministry of Long-Term Care Inspection Branch ensuring the efficient daily operation of the office, while operating within standard operating policies, procedures, and practices.


The Ministry of Long-Term Care, Long-Term Care (LTC) Inspections Branch is an exciting and high-volume team responsible for enforcing applicable legislation, regulation, and ministry policy within the Long-Term Care sector.

The Ministry of Long-Term Care works to ensure Ontarians receive access to the quality long-term care they deserve, in a safe, home-like environment when and where they need it.

Here are some perks you may enjoy when joining our team:

  • a defined benefit pension plan
  • maternity and parental leave top-up benefits which includes adoptive parents
  • comprehensive health plan
  • life and disability insurance
  • work-life balance
  • flexible work arrangements
  • collegial and professional work culture
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 role, you will:

  • monitor and maintain computerized database programs
  • coordinate the arrangement of inspectors' work schedules
  • prepare inspection report packages for public release
  • organize and log incoming and outgoing mail
  • respond to inquiries from staff and the public
  • prepare a variety of materials including routine correspondence, reports, spreadsheets, minutes and presentations
  • coordinate travel and meeting arrangements
  • provide financial administrative support by processing invoices and expense claims
  • prepare human resources documents, and arrange employee WIN accounts
  • maintain files, documents and manuals, and archive records
  • participate in projects related to the development and implementation of administrative processes and systems
How do I qualify?Administrative Skills and Knowledge:- you have proven knowledge of and skills in administrative policies, procedures, systems, methods and processes
- you can provide a variety of administrative support services, including file management, purchasing, invoices/expense claims, and the preparation of human resources documents
- you can contribute to the development and implementation of office administrative systems and processes

Organizational, Analytical and Problem-Solving Skills:
- you can coordinate/maintain inspector work schedules
- you have strong problem solving and analytical skills
- you demonstrate attention to detail and math skills to check and verify information and provide administrative financial support
- you have the ability to understand ministry structure, programs and services to provide general information/responses and to appropriately refer requests

Communication and Customer Service Skills:
- you have excellent communication and interpersonal skills to respond to inquiries, prepare standard correspondence and work in a team environment
- you demonstrate tact and resourcefulness
- you have knowledge of customer service principles, methods and practices

Computer Skills:
- you have excellent computer skills including knowledge of software programs such as word processing, database, spreadsheet, presentation and organization chart applications
- you have demonstrated ability to use information management systems

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