The Vanier Centre for Women is seeking an Office Manager to manage the delivery of operational and administrative services which includes, financial planning, analysis and control, workforce management, human resources administration/liaison and purchasing. This is an all-encompassing role where the successful candidate will lead a diverse and high performing team along with managing stakeholders both internal and external to the institution.
Please note: As this is a frontline essential position, your physical presence at the office is crucial to this role. This position is mandatory onsite at the Vanier Centre for Women.
About the Division:
The Correctional Services Division of the Ministry of the Solicitor General is responsible for maintaining and operating provincial correctional institutions for adult offenders, 18 years and over, who are serving a sentence of up to two years less a day or who are awaiting criminal proceedings. This ministry is also responsible for the community supervision of persons on probation, conditional sentences, and provincial parole.
Leadership in the Ontario Public Service
A leadership career in the Ontario Public Service offers meaningful opportunities to lead impactful projects, collaborate with diverse teams, and shape policies, programs and services that positively influence the lives of millions of Ontarians, all within a supportive and inclusive work environment. Our leaders enjoy comprehensive benefit plans, a robust pension program, and challenging and rewarding work that will keep you motivated and fulfilled.
About the job
Create the Work Environment
In the Ontario Public Service, we hold our leaders to the highest standards, expecting them to embody authenticity, accountability, and courage in every action and decision. It will be your responsibility to create a work environment and team culture that ignites innovation, nurtures collaboration and champions inclusivity by creating a diverse, anti-racist and accessible workplace that is free from discrimination and harassment. By aligning your choices with these values, you will create a vibrant work environment where every individual can thrive.
Deliver on Business Goals and Priorities
Your leadership will be crucial in guiding the team towards the achievement of their business goals. It will be your responsibility to inspire and motivate your team to deliver their best performance and align the team's daily actions with the strategic vision of the ministry. As the Office Manager, you will:
• Evaluate financial performance and recommend improvement to processes and systems to achieve optimal service delivery.
• Coordinate the administrative budget management, including approval and forecasting of expenditures; coordinate budget roll-up; and plan and manage year-end accounting and financial reporting activities.
• Provide advice and technical guidance to management, administrators, program leads, and its team on financial and human resource matters (e.g., the availability of financial, human, and material resources and the impact of in-year budget adjustments); on resource planning; and on general administrative matters.
• Oversee the administration of payroll and benefits, computer systems and accounting functions (e.g., advances, trust accounts, accounts payable, purchasing, and revenues); monitor performance against standards to ensure services provided meet requirements.
• Plan, coordinate, and monitor the administration of all organizational support transactions, including human resources transactions, purchasing, mail operations, inventory control, computer systems, security, and occupational health/safety; and consults with staff to determine system requirements for effective program/service delivery.
What you bring to the team
Leadership and Management Skills:
• Delivers a program/service through supervision, planning, and coordinating the daily operations of assigned team.
• Supervises and coordinates work by setting and communicating standards and priorities, scheduling, assigning, and reviewing work, monitoring progress, evaluating work performance, coaching, and training staff, and identifying and escalating performance issues.
• Participates in recruitment, identifying staff development and training needs, communicates job expectations and values, develops individual and team competencies, prepares learning and development plans and makes recommendations on employee relations matters.
Technical Knowledge:
• Ministry program and operational objectives, policies, and service delivery models, to supervise a team in a ministry program, service, or initiative area, to identify and recommend program resource requirements and to ensure adherence with program/service goals and objectives.
• Government and ministry financial and administrative procedures, to reconcile and report on allocated fiscal, material resources and annual budgets.
• Human resources practices, policies, and collective agreements in relation to recruitment, training and development, and employee relations; to complete performance agreements, mentor employees, monitor performance, address employee issues and to promote an inclusive and engaged employee team.
Analytical and Change Management Skills:
• Researches and resolves issues referred by managers and staff regarding financial/budget processes and other financial/HR/business problems and issues, including determining the impact on program change.
• Evaluates and advises management on the optimal use of financial, material, and human resources (e.g., use of contract employees versus contracting out for services).
• Determines the appropriate solution to financial and administrative problems arising from conflicting demands, limited resources, and changes to programs (e.g., recommending new systems to increase efficiencies).
Communication and Relationship Management Skills:
• Communicates with senior management to obtain and provide information and give status reports; to interpret financial policy and procedures; to provide advice and guidance on financial management matters; and to discuss proposals, transition plans and service level expectations.
• Provides information and interpret financial/HR/office operational policies, processes, and procedures; to discuss and resolve problems and complaints; and to answer staff questions.
• Prepares reports, business cases, planning documents, correspondence, and presentations for senior management.
• Participates as a member of a variety of committees (e.g., Budget Review and, etc.).
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!
Apply by:Tuesday, May 13, 2025 11:59 pm
