Amended - Indigenous Internship Program - Division Support Clerk Intern

Amendment: Application deadline extended.

Why join the Indigenous Internship Program (IIP)

This is an opportunity to be part of a positive, supportive, and collaborative culture where, together, we will build reciprocal relationships and pathways for Indigenous people to thrive in the OPS. Bring your lived experiences as a First Nations, Métis or Inuit and help us achieve our commitment towards establishing fairness, accessibility, and equity in the OPS. We are looking for individuals dedicated to equity and a strong understanding of Indigenous peoples and cultures. Through working in the OPS over your 12-month contract, you will have the opportunity to effect real change that will have an impact on thousands of OPS employees and pave the way for Indigenous reconciliation within the organization.
We offer a competitive total compensation package, which includes an attractive salary, defined benefit pension plan, comprehensive health and dental plan and much more!

For more information about the Indigenous Internship Program, please visit theIndigenous Internship Program webpage.

Please note:The headquarters for these positions will vary, based on the ministry, and are specified in the job ads below; however, alternate work arrangements may be available.

To learn more about the ministries recruiting for this position, access the following link:Ministries | ontario.ca.

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.

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?

Join our dynamic team! As a Division Support Clerk, you will play a crucial role in providing essential support and clerical services to our Division. Your expertise in office practices, file management, and communication skills will contribute to the seamless operation of our organization.

• Provides administrative and clerical support to the Division by answering telephone, redirecting calls, taking messages, greeting guests, providing general information with discretion, and receiving and distributing mail.
• Assist Division Management and staff with file management procedures, maintaining filing systems, updating existing file plans and following retention schedules for archiving.
• Prepares various correspondences, such as letters, reports, memoranda, briefing notes and Minister's letters, from written drafts using a variety of computer applications.
• Proof-reading and ensuring accuracy, corrections, and adherence to Ministry standards for written communications.
• Assists Division Management and staff with word processing projects, photocopying, invoice processing, data entry, sending fax transmittals, making travel arrangements, assisting with meeting and conference arrangements, and ensuring confidentiality of requested duties.
• Assisting with special projects as required.
• Additional tasks as assigned.

How do I qualify?

Mandatory

• You must have graduated or will complete the requirements to graduate with a degree, diploma or post-graduate certificate from a recognized or legally authorized post-secondary institution in the last five years (May 2019-August 2024).
• You must self-identify as an Indigenous person. The term Indigenous refers to individuals who identify as being descended from the original inhabitants (the first peoples) of what is now known as Canada. In this context, Indigenous people are First Nations, Métis and/or Inuit.
• You must be legally entitled to work in Canada.
• You must be a resident of Ontario during the term of employment.

Research, Analytical and Interpersonal Skills

• You can navigate the intranet and internet for searches and referencing ministry information.
• You can work independently with minimal supervision, showcasing initiative and good judgment.
• You adhere to deadlines and demonstrate the ability to work efficiently under pressure.
• You can maintain a high standard of accuracy and completeness when checking correspondence files for missing information or errors.
• You can handle confidential and sensitive information (e.g., Minister's letters) with tact and diplomacy.

Administrative Skills

• You have knowledge of office practices and procedures to provide efficient support to the division.
• You possess a general understanding of programs and structure to respond to inquiries and redirect calls effectively.
• You are familiar with the worker responsibilities outlined in the Occupational Health and Safety Act.

Communication Skills

• You are proficient in desktop software (Word, Excel, PowerPoint, Outlook) to produce documents and presentations.
• You have excellent organizational, communication, and interpersonal skills.
• You have proofreading skills to format various correspondence, ensuring accuracy in spelling and grammar (e.g., briefing notes).

Collection of Information

The Indigenous Internship Program (IIP) is designed to support Ontario's commitment to reconciliation with Indigenous peoples across the province. Information collected for the IIP application will contribute to efforts in building a more diverse, inclusive, and accessible OPS and to provide you with an opportunity to complete an anonymous data survey to evaluate the effectiveness of the program and for analysis to identify any systemic barriers.

The personal information collected in this application is also necessary for the proper administration of the IIP and will be used for the purpose of validating your eligibility for the program. This competition, and the results from this competition, may also be used in identifiable format by designated representatives in the OPS for consideration of other opportunities in the OPS.

Personal information will be shared in an identifiable format with the OPS Indigenous Equity Branch exclusively for the purposes of tracking the enterprise-wide hiring and retention of Indigenous persons and assessing recruitment and retention priorities for Indigenous staff in the OPS. Information will be retained by the Internships Unit, Treasury Board Secretariat and will be protected in accordance with the principles of the Freedom of Information and Protection of Privacy Act.

If you have any questions about the collection and management of your personal information, you may contact the Internships Unit, Treasury Board Secretariat at:contact.oip@ontario.ca

Consent
By completing this attestation, you are consenting to the OPS collecting and using your personal information as indicated in this Notice of Collection and in accordance with the Freedom of Information and Protection of Privacy Act. You agree that you are 16 years of age or over, have read and understand this Notice and Consent, and any information you provide will be true and accurate.

Privacy Statement
The OPS is committed to respecting your privacy and protecting your personal information in accordance with the principles of FIPPA. For more information, please read our  Privacy statement | Ontario.ca.

Other Summer Opportunities

We offer a variety of summer jobs in diverse career fields. See what summer opportunities are currently available!

Also, check out all the other student and new professional opportunities offered within the Ontario Public Service.

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, March 26, 2024 11:59 pm EDT. Late applications will not be accepted.

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