Program Secretary

5 months ago

Hamilton, Canada Ministry of Children, Community and Social Services Full time

Are you an administrative professional who's looking for an opportunity to play a leadership role in a fast paced, high volume team that supports the delivery of children's, community and social services to the Ontarians in western Ontario?

Have you been a contributing member of a high-functional team, and have experience with orientation/training and team building?

Do you have a background in lean/sigma six and process improvement, and have an interest in using technology to modernize seemingly complex processes and issues?

Are you looking to gain entry level experience into government, that will prepare you to progress into other role with the provincial government?

If you answered yes to the questions above and find yourself curious and excited about this potential opportunity, we'd like to speak with you

We are looking to grow our team and leverage your collaboration, organizational and administrative skill ls to help support a busy regional office supporting the Ministry of Children, Community and Social Services? Consider this opportunity to assume the role of Program Secretary, Management Support in the West Region in a permanent or temporary capacity.
- **217 York St, London, ON**:

- **270 Erie St E, Windsor, ON**:

- **119 King St W, Hamilton, ON**

**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.

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?**: The Program Secretary will provide administrative support to the Regional Management Team by:

- providing a wide variety of word processing functions such as typing correspondence, (Word) organizing and maintaining tracking, (OneNote) preparing presentations, (Power Point) tables, graphics; inputting and producing reports (Excel, Access) on behalf of the assigned managers and/or the Regional Director with varying degrees of complexity; proof-reading all work prepared in order to ensure correct grammar and spelling;
- formatting and tracking senior management correspondence to be sent to the Minister, Deputy Minister or other senior Ministry officials as directed; i.e. Contentious Issues, briefing notes etc. forwarding to Regional Director or Program Manager for approval; using OCMS and/ or SharePoint to transmit correspondence to Queen's Park for signature by appropriate senior Ministry officials;
- preparing a variety of responses to routine and semi-routine inquiries from agencies and members of the public concerning issues related to both Adult and Children's programs;
- establishing and maintaining a variety of filing systems, including in the Enterprise Content Management system, ensuring records are kept up to date to support access by staff in a timely way; taking all necessary steps to ensure confidentiality is maintained at all times; maintaining and updating bring forward systems and trackers;
- making all necessary arrangements to schedule meetings and appointments with assigned managers based on a knowledge of existing schedule and commitments; maintaining an up
- to-date calendar to accurately record all such meetings and appointments;
- attending internal and external meetings for the purposes of minute taking; then transcribing and distributing minutes as required;
- participating in special projects or assignments as directed by the assigned manager.

**How do I qualify?**:
**Office Administration Skills**:

- You have demonstrated office administration skills to provide a wide variety of secretarial, administrative and clerical duties.
- Knowledge of electronic processing and administrative practices in order to efficiently manage a wide range of tasks in a fast paced, high volume working environment.
- Knowledge of attendance tracking and general administrative human resources support.
- Knowledge of preparing and reviewing iExpenses to ensure compliance with the Meal, Hospitality and Travel Directive.

**Interpersonal, Communication and Organizational Skills**:

- You have political acuity and discretion to deal with highly sensitive and confidential information and the ability to exercise good judgement.
- Superior relationship management skills to build, develop and maintain effective relationships and provide excellent customer service with the Regional Director, Regional Management Team, regional staff and a range of internal and external partners and s

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