Program Secretary

Apply By: Friday, February 21, 2025 11:59 pm EST
Program Secretary

Organization:
Ministry of Children, Community and Social Services

Division:
Child and Parent Resource Institute

City:
London

Language of Position(s):
English

Job Term:
1 Temporary assignments/contracts up to 12 months with possibility of extension

Job Code:
08OAD - Office Administration 08

Salary:
$26.92 - $31.31 Per hour*

• Indicates the salary listed as per the OPSEU Collective Agreement.

Posting Status:
Open

Job ID:
226336
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At the Child and Parent Resource Institute (CPRI) we provide highly specialized trauma-informed mental health and developmental services. These services include Assessment, Consultation, Treatment, Research and Education. We work with local community services, building on what they have already done and use evidence based practices to adapt our approach to the unique needs of each child. CPRI is looking for a Program Secretary who will provide a variety of secretarial, clerical and administrative supports services to the facility and program areas.
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?

• input, update, and maintain various databases and information systems;
• prepare reports for submission within specified timeframes;
• reconcile invoices/expense claims and support process for obtaining contracts for services;
• answer telephone calls, greet visitors, and liaise with staff, professionals, clients, and community representatives;
• coordinate meetings/appointments and prepare materials;
• receive, sort, and distribute mail;
• maintain filing system for program area.

How do I qualify?
Administrative Skills and Experience

• You have knowledge of and experience with office administration processes, practices, and procedures.
• You can arrange meetings and prepare meeting materials.
• You can prepare program information packages and provide administrative support to staff and management.
• You are able to receive, sort, and distribute mail.
• You can maintain a bring-forward systems.
• You have knowledge of government decision-making processes and understand clinical terminology.

Communication and Interpersonal Skills

• You have experience responding to a variety of general and routine inquiries.
• You can provide program information to clients and assist them in the completing forms and documents.
• You have written communication skills to compose general correspondence, take meeting minutes, proofread materials for grammar and spelling, and prepare reports.

Analytical Skills and Judgement

• You understand stakeholder needs in order to respond to inquiries appropriately while maintaining confidentiality.
• You can determine the urgency of issues and prioritize work accordingly.
• You have mathematical skills to prepare statistical reports as well as reconcile invoices and expense claims.

Organizational Skills

• You can coordinate schedules, conferences, and appointments.
• You are able to maintain accurate filing and bring-forward systems.
• You can prioritize work and meet deadlines.

Computer Skills

• You are proficient with common software applications such as Microsoft Word, Excel, Outlook as well as databases to produce letters, minutes, reports, charts, and spreadsheets.
• You can use standard office equipment such as photocopier and facsimile.
• You have keyboarding and typing skills to take minutes and draft documents efficiently and accurately.

Additional information:Address:
1 English Temporary, duration up to 12 months, 600 Sanatorium Rd, London, West Region, Vulnerable Sector Check

Compensation Group:
Ontario Public Service Employees Union

Schedule:
3.7

Category:
Administrative and Support Services

Posted on:
Thursday, February 6, 2025

Note:
In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.

Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.

A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
T-SS-226336/25

• Amended Security Screening Check notice: This position now requires a Broad Records Check

How to apply:
You must apply online.
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.
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.
Read the to make sure you understand this job.
OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
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.
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 Friday, February 21, 2025 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 affichees en anglais et en francais. Pour connaitre les exigences linguistiques, verifiez les renseignements sur la " langue du poste " figurant dans le haut de chaque offre d'emploi. Pour tous les postes, l'evaluation des candidates et candidats se fera en anglais, la langue usuelle de la fonction publique de l'Ontario. En ce qui concerne les postes designes bilingues, la maitrise du francais des candidates et candidats sera egalement evaluee.

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 https://www.gojobs.gov.on.ca

Apply online