Administrative Assistant

2 weeks ago

Toronto, Canada Office of the Ontario Ombudsman Full time

**About the role**

The Ombudsman is an independent, impartial Officer of the Legislature that resolves and investigates complaints about Ontario government organizations, broader public sector bodies (including municipalities, universities and school boards), child protection services, and compliance with the _French Language Services Act_. The Ombudsman recommends solutions to individual and systemic administrative problems, and promotes fairness, accountability and transparency in the public sector as well as respect for French language service rights and the rights of children and youth in care.

The Ombudsman’s Children and Youth Unit resolves and investigates complaints about any matter concerning children and youth receiving services from Ontario children's aid societies, foster homes, group homes, secure treatment facilities and youth justice facilities.

Reporting to the Director, Children and Youth, the Administrative Assistant provides administrative support services to the Children and Youth Investigations and Early Resolutions teams and other areas of the office as required.

**Responsibilities**
- Prepare and process documents according to Office standards.
- Book transportation and accommodation for staff as and when required.
- Create and maintain schedules for managers upon request.
- Draft standard form letters and correspondence, file documents, and distribute mail and materials to staff.
- Co-ordinate and schedule meetings and take minutes.
- Process complainant submissions using the complaint management system.
- Assist with the processing and analysis of specific reports, including Death and Serious Bodily Harm reports.
- Organize mail-out and distribution of reports and materials as and when required.
- Respond to external requests for information about the Office of Ombudsman in the form of flyers, reports, etc.
- Receive calls to the Children and Youth Unit’s general number, including greeting and appropriately directing callers.
- Back-up administrative support and assistance with records and mail as required. Such assistance may include processing new complaint files, making changes to complainant information (at the request of operations staff), responding to requests to retrieve folders, checking for file closures, completing requests to obtain information from the records centre and processing incoming and outgoing mail and courier deliveries.
- Other assigned duties.

**Knowledge and experience**
- High school education and/or equivalent experience.
- At least two years of experience as an administrative assistant or in a related area.
- Proficient with MS Office tools such as Word, Excel, Outlook and PowerPoint.

**Required skills and competencies**
- Attention to detail for proofreading letters and forms.
- Strong time management skills and ability to multi-task and prioritize work.
- Excellent written and verbal communication skills to communicate with both internal and external stakeholders as and when required.
- Good interpersonal skills for effective service support to develop and maintain productive work relationships with staff and management.

**Additional requirements**

Please include a cover letter with your résumé, describing your experience and achievements working in the area of children and youth, and why you are interested in a role with Ombudsman Ontario.

Must be eligible to work in Canada and work from the office as per work requirements.

**_Our recruitment practices reflect the Ontario Ombudsman’s continuing goal of encouraging a diverse and inclusive workplace._**

**_Accommodations in accordance with the _**Ontario Human Rights Code**_ will be provided. Only applicants selected to participate in the recruitment process will be contacted._

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