Various Administrative Positions

Important messages

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request special accommodation. All information received in relation to accommodation will be kept confidential.

Information on accommodation for persons with disabilities

** ** ** ATTENTION - SPECIFIC DIRECTIVES TO FOLLOW ** ** **
** ** ** Application process for this selection process ** ** **

Applicants are not required to submit a cover letter. Instead, they are required to answer THE PRE-SCREENING QUESTIONS clearly demonstrating with concrete examples in how they meet the education and experience factors listed in the essential qualifications. All screening questions must be answered. It is not sufficient to only state that the qualifications are met or to provide a listing of current or past responsibilities. Rather, you must clearly demonstrate HOW, WHEN, and WHERE the qualification was met through substantiation by examples as well as the period(s) in which you performed the functions of the positions. You will not have further opportunity to provide additional information. Providing the same answer for each qualification will result in your application being rejected. A maximum of 500 words will be accepted per screening question. Comments such as “refer to my attached resume” will not be accepted and may result in your application being rejected.

PLEASE NOTE that there are no screening questions pertaining to the asset criteria for the application process. Candidates will be solicited at a later date for this information.

We anticipate that this process will be completed by the end of December 2018. We ask that all applicants provide requested information promptly and make themselves available for assessments. Please note that only the top applicants may proceed to the next steps of the selection process.

Those selected will be confirmed with short notice.

Intent of the process

Although the immediate intent of this Job Opportunity Advertisement is to staff indeterminately, applicants should be aware that a pool of qualified candidates (fully assessed or partially assessed) may be established and may be used to staff similar positions at this group and level with various language requirements listed in the Language Requirements section. In addition, this process may be used for various tenures (acting appointments, assignment, deployment, indeterminate, specified period, secondment), security requirements and conditions of employment within Health Canada. As a result of the potential and possible use of the selection process and subsequent pool by hiring managers, we encourage all employees seeking this type of opportunity to apply.

Positions to be filled: 8

Information you must provide

Your résumé.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

Education:
A secondary school diploma or an acceptable combination of education, training and/or experience.

Degree equivalency

Essential Qualifications:
Experience in providing administrative support in one or more of the following:
• Finance
• Staffing
• Classification
• Information Management
• Planning
• Travel
• Real Property
• Security / Business Continuity Planning
• Project Management
• Coordinating and controlling executive level agendas

Experience in gathering and verifying background materials for management.

Experience using Microsoft Excel and Microsoft Word or Microsoft Visio.

The following will be applied / assessed at a later date (essential for the job)

Various language requirements
English Essential, Bilingual Imperative BBB/BBB, CBC/CBC and CCC/CCC.

Information on language requirements

Abilities and Personal Suitability:

Written Communication: Able to effectively transmit ideas in writing using carefully worded, appropriate, and correct language.

Oral Communication: Able to effectively communicate ideas orally through a dynamic approach that is adapted to the audience.

Dependability: The capacity to be trusted to perform duties with minimum supervision and in an honest and proper manner.

Thoroughness: Conscientiously attends to detail in order to produce precise and error-free work.

Being organized: Is methodical and ensures that things are planned, structured and organized. This includes the ability to manage and prioritize work.

Teamwork : Works in a positive and harmonious fashion with team members to achieve common goals.

Client Oriented: Strives to establish long-term relationships with clients/customers and to achieve high client/customer satisfaction by providing quality services or products that meet their wants, needs and expectations.

Tact/Discretion: Sensitive to appropriate behaviour when dealing with others, includes the ability to speak or act without offending. This includes being aware of tone and the use of effective interpersonal skills.

Action oriented: Makes decisions and takes action quickly despite constraints that must be faced.

Judgement: Makes timely, informed decisions that take into account the facts, goals, constraints, and risks.

Respectful of Diversity: Demonstrates respect for and appreciation of people from various backgrounds and with varying viewpoints. Understands what to say or not to say in order to avoid offending, degrading, insulting or injuring someone. Promotes a healthy work environment.

The following may be applied / assessed at a later date (may be needed for the job)

Asset Qualifications:

Experience in making recommendations in the development of project plans.

Experience in preparing correspondence.

Experience in researching and analyzing information/data.

Experience in the provision and coordination of administrative services in a senior executive office for any of the following:
• Logistics of meetings and events
• Managing calendar
• Managing emails
• Proofreading documents
• Editing correspondence
• Making travel arrangements and processing claims (eg. HRG system)

Experience in processing, coordinating and maintaining incoming and out-going correspondence.

Experience in managing budgetary commitments and reviewing budget monitoring reports.

Experience in entering commitments and budget monitoring reports.

Experience using the System Applications Products (SAP) system.

Experience in preparing the monthly Management Variance Report (MVR) or Financial Situation Report (FSR) using the Financial Management Solutions (MRS) system or equivalent.

Experience in monitoring salary forecasts (e.g. reviewing salary reports, calculating salaries).

Experience in reception or client services.

Experience working in a real property or a facilities environment.

Experience in the administration of contracts or procurement in a financial system (eg. SAP, Procure-to-Pay system (P2P).

Experience in preparing HR related packages (i.e. staffing action requests, classification action requests).

Experience creating and maintaining a tracking system.

Operational Requirements:
Ability and willingness to work overtime on short notice.
Ability and willingness to travel on occasion.

Conditions of employment

Various security requirements:

Reliability Status security clearance
Secret security clearance

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the targeted groups when you apply.

Information on employment equity

Please note that depending on the number of applicants, needs and HR plans, we may be applying asset criteria and/or ranking for the purpose of managing the volume of applicants.

Reference checks may be sought.

An interview will be administered.

A written examination will be administered.

Candidates must meet the essential qualifications to be appointed to a position.

Candidates may be required to meet the asset qualifications or the operational needs, depending on the requirements of the specific position being staffed. Meeting one or many of the asset qualifications may be a deciding factor in appointing a particular candidate amongst the qualified candidates.

Persons are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language in their application.

If you are an employee of the Public Service, please include your Personal Record Identifier (PRI) in your application, clearly indicate your SUBSTANTIVE GROUP AND LEVEL and your EMPLOYMENT STATUS (indeterminate, determinate, casual, agency, contract, etc.). Note: If you are hired for a determinate period of time, please indicate the start and end date of your current employment. Proof of your employment tenure will be required, upon request.

Acknowledgment of receipt of applications will not be sent; we will contact candidates when the screening process is completed.

Proof of education will be required at the interview stage. Candidates with foreign credentials must provide proof of Canadian equivalency. Consult the Canadian Information Centre for International Credentials for further information at http://www.cicic.ca.

Proof of citizenship will be required.

Candidates who have been fully assessed and found to have met all essential qualifications except official language requirements may update their second-language evaluation (SLE) results for as long as the pool is valid.

All candidates that apply to this selection process must include in their application a valid email address and ensure that this address is functional at all times and that it accepts messages from unknown users. Failure to do so may result in important messages not being received. Communication for this process will be conducted via the e-mail address provided in your application. It is your responsibility to ensure that you check for messages regularly.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.