Apply By: Tuesday, December 19, 2023 11:59 pm EST
Competition Status: Application Screening

Approximately 114 individuals applied for this opportunity.

We are screening ALL applications received on or before the closing date and rating them against the qualifications outlined in the job ad. Applicants whose resume and cover letter best demonstrate how they meet the qualifications to do the job will be invited to continue in the hiring process.

To learn about our recruitment process, visit our Hiring Process.

FIPPA Administrative Assistant

Organization:
Ministry of Natural Resources and Forestry
Division:
Corporate Management and Information Division
City:
Peterborough
Language of Position(s):
English
Job Term:
1 Temporary (12 months with possibility of extension)
Job Code:
08OAD - Office Administration 08
Salary:
$25.27 - $29.38 Per Hour*
*Indicates the salary listed as per the OPSEU Collective Agreement.
Posting Status:
Open
Job ID:
208545
As part of the Mapping and Information Resources Branch, the Information Management Section (IMS) is a dynamic, inclusive section made up of three collaborative units that provide IM support to ensure that the ministry's data, information and application assets are managed in accordance with relevant legislation and OPS policies.

At IMS, we recognize that flexibility is vital. We take our work seriously and want to enjoy doing it! We embrace and celebrate differences. We look for diversity and inclusion when we hire top talent. We have great respect for our strengths, perspectives, opinions and lifestyles. We have high expectations of each other, but even higher expectations of ourselves. We love the clash of ideas that lead to better solutions. Challenging the status quo is encouraged. Collaborating will allow us to push forward. If this sounds like a good fit for you, come and join us!

The Information and Privacy Unit is a small team (1 coordinator and 8 staff) that process Freedom of Information (FOI) requests, provide expertise on access to information, privacy, and protecting personal information, and coordinate responses to privacy breaches for the ministry.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

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.

What can I expect to do in this role?

In this role you will:

• Provide support services in the administration and implementation of the Freedom of Information and Protection of Privacy Act by managing information, responding to routine inquires, processing mail, preparing and editing correspondence, maintaining administrative functions of a case management system
• Provide general administrative, clerical, and financial support services by making travel, meeting, training and interview arrangements, and logistics, purchasing supplies, reconciling purchasing card statements, reconciling revenue
• Act as administrator of request-processing software and primary contact for office equipment
• Work with Unit and Section staff to maintain/update information on the IM Portal and to draft FIPPA communications

What you bring to the team:
• You think digital by default and embrace new ideas that put users first to find the best solutions and develop agile and flexible policies.
• You believe diversity and inclusion helps create the best conditions for people to achieve the best results, knowing the best ideas come from everywhere and everyone.
• You are solution oriented and know how to get the job done.
• You champion and empower your team and those around you.

How do I qualify?

Administrative Knowledge and Experience:

• you have knowledge of, and experience in, office administration policies, procedures and practices associated with administration and financial services and records management;
• you have knowledge of the Freedom of Information and Protection of Privacy Act (FIPPA);
• you have basic knowledge of arithmetic to support financial duties and to verify and accurately record fee calculations and payments

Communication and Interpersonal Skills:

• you can work productively in a team environment on common and inter-dependent deliverables;
• you have tact, diplomacy and good oral and written communication skills to convey information to a broad audience;
• you can prepare and edit correspondence including letters, minutes of meetings, reports, technical papers and memoranda for signing, ensuring accuracy of grammar, spelling, punctuation and conformity to format and standards

Problem-Solving, Attention to Detail and Prioritization Skills:

• you can handle inquiries, maintain database and information flow, and deal with situations that arise;
• you can manage diverse workload and tasks;
• you have attention to detail skills and discretion to adhere to the requirements of FIPPA and operating procedures

Other Essential Skills:

• you are proficient with computers and computer software programs such as Windows, Microsoft Office, case management and redaction software and database software;
• you have experience operating and maintaining various types of office equipment, i.e. copiers, scanners and printers

Additional Information:

Address:
  • 1 English Temporary, duration up to 12 months, 300 Water Street, Peterborough, East Region
Compensation Group:
Ontario Public Service Employees Union
Schedule:
3.7
Category:
Administrative and Support Services
Posted on:
Tuesday, December 5, 2023
Note:
  • T-NR-208545/23
Please be advised that the results of this competition may be used to form an eligibility list of qualified candidates to potentially fill future vacancies represented by the Ontario Public Service Employees Union (OPSEU). In accordance with the Collective Agreement, eligibility lists are shared with OPSEU representatives. By applying to this competition, you are providing consent that your name may be shared with OPSEU representatives.
All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.
Remember: The deadline to apply is Tuesday, December 19, 2023 11:59 pm EST. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.

All Ontario Public Service external job advertisements are posted in English and French. To confirm the language requirements of a job, check the "language of position" information at the top of each job ad. For all positions, candidates will be assessed in English, the business language of the Ontario Public Service. For English/French designated bilingual positions, candidates will also be assessed through French-language proficiency testing.

Toutes les offres d'emploi externes de la fonction publique de l'Ontario sont affichées en anglais et en français. Pour connaître les exigences linguistiques, vérifiez les renseignements sur la « langue du poste » figurant dans le haut de chaque offre d'emploi. Pour tous les postes, l'évaluation des candidates et candidats se fera en anglais, la langue usuelle de la fonction publique de l'Ontario. En ce qui concerne les postes désignés bilingues, la maîtrise du français des candidates et candidats sera également évaluée.

The Ontario Public Service is an inclusive employer.
Accommodation is available under the Ontario's Human Rights Code .
Note: The only website where you can apply on-line for positions with the Ontario Public Service is http://www.gojobs.gov.on.ca

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