Amendment: The job closing date has been extended to April 8th, 2025.
If you're an individual with a strong office administrative background and excellent organizational ability, we'd like to hear from you.
In this role, you will provide senior level coordination and delivery of key administrative functions, operational requirements and activities within the Regional Supervising Coroner's (RSC) Office.
About the job
In this role, you will:
• Coordinate and manage the administrative aspects of case files relating to death investigation in Ontario;
• Respond to inquiries from the public, provide explanation of processes and services and action requests;
• Receive, produce and review a variety of sensitive and confidential documents;
• Review, reconcile and prepare financial invoices and order office supplies;
• Manage administrative aspects of case files, electronic and hard copy correspondence, use of tracking and bring forward system, and facilitate information flow and collaborate with regional Coroner offices using the provincial case management system;
• Liaise with internal and external stakeholders/agencies at all levels;
• Coordinate administrative requirements for inquests conducted within the region and death review committees;
• Conduct and review claimant searches for unclaimed deceased persons;
• Schedule appointments, meetings, presentations, and events for the Regional Supervising Coroner (RSC);
• Work with the RSC with recurring processes such as the recruitment of coroners and manage the administrative aspects of these processes.
What you bring to the team
Mandatory requirements
• You must possess oral and written French language skills at the advanced level. Your proficiency level will be confirmed before hire.
Financial and Administrative Knowledge and Skills
• You have demonstrated office administrative skills to provide executive level administrative support and services to the Regional Supervising Coroner (RSC).
• You have ability to acquire and apply knowledge of relevant legislation and policies to provide detailed responses to inquiries and assist in the administration of the Anatomy Act and the Coroners Act.
• You have experience with financial, procurement and related administrative policies, procedures and guidelines and the purchasing supplies and equipment.
• You have experience reviewing and reconciling invoices/statements.
Communication and Interpersonal Skills
• You have demonstrated active listening skills as well as patience, empathy, and tact in order to communicate with bereaved individuals.
• You have proven customer service skills to provide professional, tactful and responsive service to both internal and external clients.
• You have interpersonal skills to develop and maintain effective working relationships with internal and external stakeholders.
• You can prepare and proofread various documents such as letters, official forms, reports, briefing material and spreadsheets.
• You are familiar with medical and legal terminology.
Organizational and Information Management Skills
• You can determine the urgency of issues and set priorities amongst competing demands.
• You have knowledge and experience with information and records management practices to maintain and monitor correspondence, information flow within the provincial case management system.
• You have the ability to utilize existing bring forward systems and create a system, as necessary, to optimize organization of all case related materials.
• You have experience organizing and coordinating meetings and coordinating logistical requirements and arrangements.
Judgement and Analytical Skills
• You have experience with privacy and security principles and practices, including the Freedom of Information and Protection of Privacy Act (FOIPPA).
• You exercise political acuity, tact and discretion when handling sensitive and highly confidential materials and information.
• You have demonstrated judgement skills to screen callers/contacts and provide only appropriate information.
• You have analytical and problem solving skills to identify, assess and resolve issues within scope while referring out of scope issues to the appropriate person.
• You are able to work independently with limited supervision.
Computer Skills
• You are proficient with computers and MS Office applications (Word, Outlook, Excel, Teams etc.,) and Adobe Pro and can create reports, forms, correspondence, presentations, charts, tables and other documents.
• You have experience using information systems and have the ability to learn new systems quickly (i.e. Coroners Information System; QuinC).
• You have strong and accurate keyboarding skills.
Don't meet every qualification?
If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!
How we support diversity, inclusion and accessibility
We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.
Our hiring process is accessible, consistent with Ontario's
Human Rights Code and the
Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer
accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please
contact us.Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace: