Are you calm under pressure and passionate about helping others? Join the Victim/Witness Assistance Program (VWAP) as an Administrative Assistant, where you'll be the first point of contact for people in crisis. Working with a small, supportive team, you'll provide vital information and triage service requests for vulnerable clients navigating the justice system. This is more than an admin role—it's a chance to be part of a team making a real difference in people's lives, to collaborate with community partners, and grow in a meaningful, service-driven environment.
About the job
As the Administrative Assistant in the Victim/Witness Assistance Program (VWAP), you'll provide essential administrative and front-line support in a fast-paced, client-focused environment. Your work will help ensure the smooth operation of the office and timely support for clients and justice partners.
Every day will be a little different, but you can expect it to include activities like:
• Responding to and documenting inquiries from clients, justice partners, and community agencies
• Triaging urgent situations and referring individuals to the appropriate staff or services
• Receiving and reviewing incoming files and materials to determine priorities
• Maintaining organized and confidential filing systems (electronic and paper)
• Entering and managing data, preparing routine correspondence, and compiling statistics
• Coordinating appointments, meetings, and training sessions; taking minutes as needed
• Supporting onboarding and orientation for new staff
• Maintaining the reception area and ensuring office equipment is in working order
NOTE: The duties of the job will require the successful candidate to travel within the region.
What you bring to the team
Mandatory requirements
• Job requires typing at a speed of 50 words per minute.
Specialized Knowledge and Skills:
You have knowledge of:
• the criminal justice system and processes including relevant legislation
• legal terminology in court documents, and meaning of court language
• community agencies and government organizations that support program clients in order to provide information to clients and act as a point of contact for clients who may be in crisis or in need of emergency assistance
• the practices and procedures of the Freedom of Information and Protection of Personal Privacy Act to provide accurate, non-confidential verbal and written information
• office administration policies, procedures and practices to provide effective administrative services
• arithmetic to reconcile/resolve travel claims, office expenditures and vendor invoices, to compile statistical program reports
• you have an understanding of relevant services (example: the Victim Witness Assistance Program services), policies and procedures and victim's issues
Communications and Interpersonal Skills:
You can:
• maintain tact, sensitivity and diplomacy to deal with clients who may be emotional, upset or in crisis situations
• provide appropriate front-line customer service and support to provide appropriate information in response to routine and non-routine enquiries
• prepare routine correspondence and proofread written communications for accuracy in content, grammar, spelling, sentence structure, punctuation and format
• the ability to work effectively within a team environment
Analytical, Problem-Solving Skills and Organizational Skills:
You can:
• review incoming mail and court documents
• verify, reconcile and resolve office expenditures and inaccuracies in billing or expenditure reports
• prioritize daily work, to organize information in case files, to maintain, input and revise electronic, manual and bring forward filing systems
Computer Skills:
You have knowledge of:
• personal computer and office software operations such as word processing, spreadsheet applications to prepare correspondence, and input data
• internet and website applications to access information related to general office administration
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:
What we offer
The Ontario Public Service is one of Ontario's largest employers. Employees work for a wide range of 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
Our comprehensive compensation and benefits package includes:
• 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