Current Opportunities

Prepare and process documents according to Ombudsman Ontario standards

Sort, package and distribute printed and other information materials  

Book transportation and accommodation for staff as and when required

Maintain filing systems and mailing lists

Manage, track, organize, store and order inventory and office supplies

Support organization of outreach activities to promote awareness of Ombudsman Ontario and its operations, including preparing and packaging brochures and other handout material for outreach events

Process financial reports and expenses, including reconciliation of invoices

Create and maintain schedules upon request, including booking meetings, managing meeting invites, and preparing meeting material

Draft standard form letters and correspondence, file soft copy documents, and distribute mail and materials to staff

Proofread and edit materials in both English and French

Respond to requests for information from external sources with information about Ombudsman Ontario in the form of reports, brochures, etc.

Coverage for the receptionist, including regular coverage of reception phone line and desk, as well as general administrative support for other units as required

Assist with internal and external event co-ordination as required

Other administrative duties, responsibilities and projects as assigned

At least two years of experience as an administrative assistant providing support in a similar organization

Hands-on experience working with information databases and mailing lists

Working knowledge of drafting and formatting correspondence in Word (including mail merge), as well as proficiency using tools to create or maintain spreadsheets, databases, and presentations

Familiarity with collaboration tools such as SharePoint. Microsoft Teams and other meeting management and calendar sharing tools

Demonstrated knowledge of basic financial reconciliation processes (invoices, expenses, financial statements, etc.)

Understanding of government and public sector organizations and their administrative processes

Attention to detail with above-average editing and proofreading skills

Ability to prioritize work and multitask

Ability to work independently as well as within a team environment, with strong interpersonal skills

Excellent judgment and keen understanding of how to handle confidential and sensitive information

Analytical and reasoning skills and the ability to problem-solve, with an aim to proactively identify and correct issues

Strong tact and diplomacy skills to respond to all inquiries in a professional and effective manner

Takes pride and ownership of work and continually strives for improvement

Advanced written and spoken English and French

Receive and assess complaints for early resolution of cases; take appropriate steps to facilitate resolution and/or obtain relevant information/documentation for review

Assess complaints to determine whether issues can be dealt with within the Ombudsman’s mandate; clearly and effectively communicate the rationale verbally and in writing

Triage complaints, prioritize and identify next steps for resolution or investigation

Draft interview plans and case assessments involving both individual and systemic issues with a focus on detailed fact-finding, fairness, timelines, and attention to detail

Write and/or assist in the preparation of high-profile special investigation reports including findings, analysis and recommendations.

Other duties as required.

University or post-secondary degree in a field such as law, psychology, political science, public administration, social work, criminal justice

Minimum two years’ experience providing intake and complaint-handling services in provincial government organizations, including boards, tribunals and agencies, or in the municipal, university or school board sectors

Experience providing service to members of the public, including underserved and marginalized populations

Proven ability to interview members of the public and public sector officials at all organizational levels

Working knowledge of provincial government organizations, municipalities, universities, or school boards, as well as knowledge of the Ombudsman Act, Ombudsman Ontario jurisdiction, the government and its structures

Demonstrated experience preparing reports dealing with individual and systemic issues

Experience generating evidence-based and practical solutions to address complaints and persuading parties to adopt a course of action

Proficiency in oral and written communication in English and is required; proficiency in oral and written communication in French is an asset.

Strong analytical skills and the ability to impartially and objectively assess relevant evidence

Ability to research, review and apply relevant legislation, regulations and policy

Strong interpersonal skills, including the ability to deal with emotionally charged situations and vulnerable complainants

Excellent organizational, caseload and time management skills to resolve issues quickly with an effective and thorough analysis

Ability to work to work independently with minimal supervision

Ability to work effectively in a team-based environment, and be open to consultation and collaboration in determining appropriate strategies for complaints and inquiries

Proactive and innovative, with an ability to find creative solutions to improve quality of service

Capable of handling confidential, sensitive and personal information using good judgement and discretion.