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.
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
** 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# 249177). 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, and effectively manage your time 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.
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.
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
• a comprehensive compensation and benefits package
• base salary that aligns to market trends with performance-based pay and scheduled salary progression
• tailored work arrangements, including opportunities like flex hours, self-funded leave and more
• a modern, friendly and accessible physical work environment