Administrative Assistant to the Superintendent

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The positions at the Kenora Jail, Fort Frances Jail, Monteith Correctional Complex, Thunder Bay Correctional Centre and Thunder Bay Jail qualify for the Northern Attraction Incentive Program (NAIP). NAIP is a pilot recruitment program which offers financial incentives to new hires in specific positions in designated institutions and probation and parole offices in Northern Ontario, including external candidates to the Ontario Public Service and existing employees who agree to work for a term of three years.

Do you have strong administrative, organizational and communication skills? If so, consider this role with the Ministry of the Solicitor General where you will provide a variety of administrative support services to the Superintendent.

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About the job

In this role, you will:
• Support the overall operation of the institution by providing a variety of effective and confidential administrative services to the Superintendent and senior management
• Discuss confidential and sensitive issues with the Superintendent and senior management
• Respond to inquiries from the public, ministry officials, ombudsman and other agencies and organizations
• Compose and distribute a wide variety of confidential material
• Prepare, type and distribute confidential agendas and packages for various joint employer/union committee meetings
• Coordinate travel and accommodation requests

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What you bring to the team

Office Administrative Skills:

• You have knowledge of office practices and procedures in order to facilitate the organization, development and improvement of systems (i.e. filing systems, information distribution systems, incoming mail and reception services)
• You have the ability to acquire knowledge of legislation and regulations (i.e. Freedom of Information and Protection of Privacy Act) and ministry and institutional organizational structure, policies, strategic directions and priorities in order to respond to requests appropriately

Judgement and Analytical Skills:

• You have strong judgment to determine the extent of information to be provided in response to inquiries, ensuring confidentiality
• You have strong time management skills in order to determine workload priority when performing a variety of tasks with conflicting deadlines
• You demonstrate organizational and problem solving skills in coordinating administrative work flow to ensure completion within prescribed timelines
• You have effective analytical skills to recognize errors by verifying accuracy and completeness of documents and correspondence

Communication and Interpersonal Skills:

• You have excellent communication skills to provide information to others in person, on the telephone and in writing by email and prepare accurate letters, memos and reports as required
• You are tactful when responding to a wide variety of inquiries from staff and external contacts

Computer Skills:

• You have proven computer proficiency with word processing, spreadsheet, database, intranet/internet and e-mail software as well as various office equipment

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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!

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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:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

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What we offer

The Ontario Public Service is one of Ontario's largest employers. Employees work for 29 ministries, with offices in more than 70 cities across the province.

We offer:
• a career that can grow across ministries and job functions
• flexible learning and developmental opportunities, including education and mentorship programs
• many employee networks offering support for and education about underrepresented groups
• tailored work arrangements, including opportunities like flex hours, self-funded leave and more

These roles come with a comprehensive compensation and benefits package that include:
• a defined-benefit lifetime pension plan (guaranteed, ongoing inflation-protected income after retirement)
• group health, dental, life and disability benefits
• a range of vacation and leave options
• an Employee and Family Assistance Program, which provides confidential counseling services

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Additional information:

Note:

• The successful candidate will be required to undergo a satisfactory criminal reference check prior to the commencement of employment.
• About security checks:
  A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities.
  If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in.
  Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.
• T-CL-230474/25

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How to apply:

1. You must apply online.
2. Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.
3. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
4. Read the job description to make sure you understand this job.
5. OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
6. If you require a disability related accommodation in order to participate in the recruitment process, please Contact Us to provide your contact information. Recruitment services team will contact you within 48 hours.

Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.