The Ministry of Citizenship and Multiculturalism seeks an individual with strong team skills and initiative to oversee the daily administrative operations of the Heritage Branch.
The successful candidate will provide administrative support to the Director and the Branch Management Team and will act as the primary Branch contact providing services in both English and French to internal and external clients.
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
In this position, you will:
• maintain the Director's appointment calendar, schedule meetings with internal and external clients; coordinate events and stakeholder consultation sessions; assemble meeting materials; book meeting rooms; arrange hospitality and equipment as required;
• manage incoming correspondence and requests from stakeholders or various offices in the Ministry;
• monitor the movement of material for efficient retrieval, record keeping and archiving; maintain a bring-forward system to ensure deadlines are met;
• proofread/edit outgoing mail/documents for accuracy (spelling, grammar, format, etc.) using various software applications such as Microsoft Office Word, Excel, PowerPoint;
• provide financial services to the Director's Office (e.g. order office supplies, process invoices, manage petty cash, review and reconcile purchase card and travel card statements; prepare IFIS and salary forecasts, and SODO requests);
• assist the branch management in the recruitment process by scheduling interview panels and candidates for interviews, and preparing hiring documentation for onboarding and offboarding of staff
What you bring to the team
Mandatory requirements
• Advanced oral and written French language skills.
Administrative Knowledge:
• you have knowledge of scheduling practices techniques to schedule/reschedule a high volume of competing appointments, meetings, presentations, events and consultation sessions for the Director;
• you have knowledge of administrative service principles, methods and practices, to provide administrative services for the Director and the Branch (e.g. delegation of authority, finance and purchasing procedures, record keeping and preparation of human resources documents and processes)
Communication and Interpersonal Skills:
• you can exercise tact and diplomacy when dealing with staff and internal and external stakeholders, and sensitive and confidential material;
• you can communicate effectively to collect or convey data/information, schedules, and issues and to facilitate communications flow;
• you can prepare, proofread/edit outgoing mail/documents for accuracy (spelling, grammar, format, etc.)
Analytical, Problem-Solving and Organizational Skills:
• you can determine the nature, urgency and appropriate action required to coordinate, schedule/reschedule the Director's calendar;
• you can determine what matters should be given priority based on subject matter when performing a variety of tasks with conflicting deadlines and/or urgency, and to respond effectively to fluctuating workload demands;
• you can identify and resolve discrepancies relating to attendance credits, invoices, and expense claims;
• you have the ability to determine the most effective way to present material when typing correspondence, reports etc. and to resolve problems by trying different layout formats or software packages
Other Essential Skills:
• you are proficient with various software programs (e.g., Microsoft Office, Outlook, WIN, IFIS, eCorrespondence) for word- processing, database management, presentations, spreadsheets, to design, compose and produce various documents, organization charts, graphs and correspondence, and to maintain schedules and calendars;
• you have experience working with general office equipment such as printers, photocopiers, facsimiles, scanner to operate efficiently and ensure adequate maintenance or determine if service providers should be contacted for repairs