Do you have experience working in a routine, high throughput environment in an administrative role? Are you systematic in your work and able to follow protocols, yet confident and capable of solving problems on your own initiative when required? If you value quality and enjoy working within a team supporting the broad objectives of a large organization, we invite you to apply for the role of Administrative Assistant with the Ontario Centre of Forensic Sciences (CFS).
We are seeking experienced administrative professionals who are self-reliant, detail-oriented, and highly organized to provide secretarial and administrative support to managers and CFS staff. Administrative Assistants at the CFS play an integral role in ensuring that the laboratory functions seamlessly. They provide frontline essential services for the organization, interacting with staff, clients, stakeholders and auxiliary personnel within and external to the laboratory. A positive demeanor and excellent communication skills are prerequisites to be successful in this role.
How we support diversity, inclusion and accessibility
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.
About the job
• answer and direct telephone calls and greet visitors;
• maintain CFS filing system;
• receive, sort, distribute and track incoming mail, including evidentiary containers, and outgoing mail;
• organize meetings and make arrangements;
• provide back-up support for other administrative personnel;
• prepare documents such as letters, reports, forms, presentations, and spreadsheets and distribute as directed;
• communicate confidential case reports/documents and notifications to clients using web-based, encrypted systems for secure documents transfer via email;
• database data entry and generation of reports for management;
• distribution of client feedback surveys and letters, maintain feedback records;
• manage administrative and quality documents to adhere to records retention and accreditation requirements;
• assist with the delivery of annual quality system programs;
• provide human resources support to managers, including recruitment.
What you bring to the team
Applicant Information Session
Information Session Details:
A voluntary, online information session will be conducted on Tuesday March 21, 2023, at 1:00p.m. EST to share information about these opportunities at the Centre of Forensic Sciences.
This is voluntary and will not impact the screening process. If you are interested in learning more about the Administrative Assistant and Forensic Analyst positions, please self-register via the following link.
MS Forms Information Session Registration
Access details to attend the information session will be provided to those who express interest via the above MS Forms page only.** ASSIGNMENT INSTRUCTION FOR ALL APPLICANTS **
Please read and respond to the following question. Your response must be less than 250 words and included with your application. Submit everything as one document (i.e., along with your cover letter and resume to JOB# 194821). Please note that if you do not include a response to this question your application will NOT be considered further.
The role of an Administrative Assistant at the Centre of Forensic Sciences is an extremely important one, requiring attention to detail while working in a time-sensitive, high-volume environment. The work can often be repetitive, and incumbents are required to adhere to administrative procedures while being able to take independent action from time to time. The role requires excellent interpersonal skills to work within a team and to communicate effectively with staff, clients and stakeholders. Using examples, describe how your experiences and personal qualities match these requirements.
Administrative Skills
• You have demonstrated experience working in a routine high-volume administrative environment.
• You can adhere strictly to administrative policies, procedures and protocols.
• You have demonstrated organization skills to determine work priorities, effectively manage time and respond to client and CFS staff needs in an environment of changing administrative pressures.
• You have knowledge of administrative procedures to route telephone inquiries or correspondence from clients, coordinate calendars, make travel and meeting arrangements, sort, distribute, and track incoming/outgoing mail and create accessible documents.
• You can prepare and proofread correspondence and other documents.
Analytical and Problem-Solving Skills
• You can determine priorities and manage conflicting deadlines.
• You are able to determine the most effective format to present information when preparing materials.
• You can recognize non-conforming or atypical issues and take independent action to resolve them.
Communication Skills
• You have demonstrable written, oral and interpersonal communication skills to effectively interact with fellow staff, managers, clients and external vendors.
• You can maintain confidentiality when required.
• You have written communication skills to compose correspondence materials while ensuring accuracy in grammar and spelling.
Knowledge
• You are able to gain and retain knowledge of quality assurance and accreditation standards specifically for forensic laboratories related to a variety of administrative functions.
• You have a general understanding of health and safety practices and procedures as it pertains to working in a laboratory environment.
• You have the ability to gain a general knowledge of the disciplines of forensic science and the scientific work of CFS sections.
• You have knowledge of records retention requirements.
Computer Skills
• You have experience using computer software programs including word-processing, spread sheets and databases (e.g. Word and Excel) to the extent that you can enter and retrieve information and produce materials such as reports, tables and correspondences.
• You possess sufficient computer literacy to learn new task-specific computer applications.