Senior Administrative Officer/Executive Assistant/Senior Program Support

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 specialized accommodation. All information received in relation to accommodation will be kept confidential.

Assessment accommodation

**AMENDMENT TO CLOSING DATE**

***VERY IMPORTANT NOTE: It is the responsibility of the candidate to clearly outline that they meet each of the screening criteria (i.e. Education and Experience Qualifications, both Essential and Assets) by RESPONDING TO THE SCREENING QUESTIONS IN THE ONLINE APPLICATION. Please note that it is not sufficient to only state that the requirement is met or to provide a listing of current responsibilities, rather the candidate must provide concrete examples that illustrate how they meet the requirement. Lack of EXAMPLES and DETAILS may result in your application being rejected as the Assessment Board will have insufficient information to determine whether or not you meet the qualifications.

Work environment

About Indigenous Services Canada and the First Nations and Inuit Health Branch:

In August, 2017, the creation of a new department, Indigenous Services Canada was announced. Since that time, the First Nations and Inuit Health Branch has transitioned from Health Canada to the new department.
Indigenous Services Canada (ISC) works collaboratively with partners to improve access to high quality services for First Nations, Inuit and Métis. Our vision is to support and empower Indigenous peoples to independently deliver services and address the socio-economic conditions in their communities.
The First Nations and Inuit Health Branch supports the delivery of public health and health promotion services on-reserve and in Inuit communities. It also provides drug, dental and ancillary health services to First Nations and Inuit people regardless of residence. The Branch also provides primary care services on-reserve in remote and isolated areas, where there are no provincial services readily available.

This is an exciting opportunity to work with an established branch in a new department and play a key role in the attainment of its priorities.
To learn more about Indigenous Services Canada, click here: https://www.canada.ca/en/indigenous-services-canada.html
To learn more about First Nations and Inuit Health Branch, click here: https://www.canada.ca/en/indigenous-services-canada/corporate/first-nations-inuit-health-branch.html

Intent of the process

The intent of this process is to staff via the Aboriginal Peoples Employment Program (APEP), which aims to strategically increase Aboriginal representation within First Nations and Inuit Health Branch. As such, Organizational Needs may be applied and first consideration may be given to candidates self-identifying as belonging to Aboriginal peoples.
The aim is to develop a fully assessed pool of qualified candidates across Canada that may be used to staff positions at this group and level with various language requirements listed in the Language Requirements section as they become available.
This process may be used for various tenures, security requirements and conditions of employment within Indigenous Services Canada. As a result of the potential and possible use of the selection process and subsequent pool by hiring managers, we encourage all individuals seeking this type of opportunity to apply.
Please note that while the majority of positions will be within the National Capital Region (Ottawa), regional First Nations and Inuit Health Branch offices across Canada will be able to use this process to appoint to positions within their locations once the staffing process is completed.
Note: New hires to the federal public service may be eligible for up to $5,000 towards relocation to the place of hire.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

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

EDUCATON

A secondary school diploma or employer-approved alternatives.

Degree equivalency

EXPERIENCE

Extensive experience* preparing written material such as reports, briefing materials, plans, strategies and correspondence.

Extensive experience* using software for an office environment such as Microsoft Office Suite or Lotus SmartSuite.

*Extensive experience is defined as the breadth and depth of experience associated with the performance of a broad range of related activities which are the candidate’s primary responsibilities. It will be assessed based on the complexity and diversity of the work and the autonomy of the candidate to perform the activities. It is associated with the related work normally accomplished over a consecutive 36-month period of time.

Experience in liaising or consulting with senior management** and with various internal or external stakeholders, partners or clients.

**Senior management is defined as the Director Level, the equivalent or higher

Experience in analysing issues and providing advice and recommendations to senior management.

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

ASSET QUALIFICAIONS

EDUCATION

Graduation from a recognized post-secondary institution.

Degree equivalency

EXPERIENCE

Experience in developing frameworks and processes for database planning and reporting.

Experience in directing the preparation of risk management options.

Experience in managing and undertaking special projects.

Experience in planning and managing a budget.

Experience in reviewing, analysing and assessing planning needs and requirements.

Experience working with First Nations, Inuit or Métis people or communities.

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

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

Information on language requirements

ABILITIES

Ability to communicate effectively orally.
Ability to communicate effectively in writing.
Ability to meet multiple, competing deadlines in a fast-paced environment.

PERSONAL SUITABILITY

Judgement
Attention to detail
Initiative
Effective Interpersonal Relations
Leadership
Analytical skills

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

KNOWLEDGE

Knowledge of database and tracking system development, management and maintenance.
Knowledge of federal government policies and procedures related to the management of human resources, finance, procurement and general administration.
Knowledge of project management practices.
Knowledge of the Financial Administration Act (FAA).

ABILITIES

Ability to develop training material and deliver training.
Ability to develop, plan and coordinate the delivery of training and awareness exercises.
Ability to manage projects engaged in systems development/enhancing, testing, documentation and implementation.
Ability to plan and monitor a budget.
Ability to recommend options for development and implementation of changes to departmental planning policies, standards, guidelines and practices.
Ability to supervise staff OR lead a team.
Ability to work effectively with First Nations, Inuit or Métis.

PERSONAL SUITABILITY

Aboriginal Cultural Competency.

ORGANIZATIONAL NEEDS
Indigenous Services Canada is committed to having a skilled and diversified workforce representative of the population its serve. In support of our strategy to achieve our employment equity goals, preference may be given to candidates who, at the time of application, indicate that they are belonging to one of the following Employment Equity groups (self-declaration): Aboriginal peoples, Women, Visible Minorities and Persons with Disabilities.

In alignment with the Aboriginal Peoples Employment Program (APEP) in support of increasing Aboriginal representation in areas having the most impact on program delivery and health outcomes of FNIHB’s target population, selection may / will be limited to candidates self-identifying as belonging to Aboriginal peoples. Aboriginal candidates must use the Affirmation of Aboriginal Affiliation Form (AAAF).

OPERATIONAL REQUIREMENTS
Willing and able to work overtime as requested.

Conditions of employment

Security Clearances:
Various: Reliability, Secret
A security clearance will be required prior to appointment.

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 designated groups when you apply.

Information on employment equity

Volume Management - Asset Qualifications, Random Selection and Top/Down Approach
Please note that depending on the number of applicants, we may apply a random selection, asset criteria and/or top down approach for the purpose of managing the volume of applicants. Asset qualifications may be a deciding factor in appointing a particular candidate amongst the qualified candidates. Candidates may be required to meet the one or more of the asset qualifications or operational needs, depending on the requirements of the specific position being staffed.

Public Service Employees Applying to External Advertised Processes
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.

In the event that you are an employee of the Public service qualified through this process, and there is a temporary need, you may be considered for acting or assignment/secondment opportunity. The approval of your substantive supervisor will be required before acting/assignment/secondment is offered.

Language of Choice
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 have valid Second Language Evaluation (SLE) results, please ensure to indicate the levels in your CV.
Please let us know in your application if you are looking for English or Bilingual positions.
Communication With Candidates
Acknowledgment of receipt of applications will not be sent; we will only contact candidates who are successful on the initial screening phase.
Our intention is to communicate with the candidates by email. Candidates who apply to this selection process must include in their application a valid email address and make sure that this address is functional at all times and accepts messages from unknown users (some email systems block these types of email). It is the candidate's responsibility to ensure that provided coordinates are accurate and up-to-date, as needed.

Candidates With Academic Qualifications Obtained Outside Canada
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:
All applicants who are new to the federal public service must provide proof of citizenship prior to their appointment. This is necessary for term and indeterminate (permanent) employment.
Any of the following three documents would be accepted:
1. Birth Certificate
2. Passport
3. Citizenship Certificate
*Note that an expired passport, satisfies the proof of citizenship requirement.

How to obtain the Canadian Citizenship Certificate:
The citizenship certificate is provided by Immigration, Refugees and Citizenship Canada (IRCC). To learn more about how to obtain the certificate, click here: https://www.canada.ca/en/immigration-refugees-citizenship/services/canadian-citizenship/proof-citizenship/eligibility.html
Note that there is a $75 fee to receive this certificate and the displayed wait time for the production of the certificate may be several months, however; requiring proof of citizenship in order to obtain employment would be considered an urgent reason, significantly reducing the wait time.

OUTLINE OF STEPS DURING THE STAFFING PROCESS:
STEP 1
If you don’t already have an account with GC Jobs, please create one by visiting the following site and selecting “Create an Account”, https://www.canada.ca/en/public-service-commission/jobs/services/gc-jobs.html. It takes only a few minutes to set up an account.
STEP 2
Log in to your account and look at the available jobs. You can narrow the search criteria by categories such as, organization, location, job title and expected remuneration.
STEP 3
You can apply to the job(s) that are of interest. You don’t need to complete your entire application at once, however; be sure to save your progress and be mindful of the closing date for the advertisement. Your application must be completed and submitted by the closing date. Even one minute past the closing time, the job will be delisted from the jobs site and you will not be able to apply.
Be sure to answer all the questions in the screening questionnaire in as much detail as possible, respecting the maximum word limit indicated. Indicate not only that you meet the criteria, but how you meet the criteria, and provide concrete examples. We assess each application on the essential and asset qualifications required for screening.
STEP 4
Once you submit your application, log into your GC Jobs account for updates on the staffing process.
Keep an eye out on your email as that will be the method of communication with all candidates. Only candidates that meet the screening criteria will be contacted to proceed to the next step of the selection process.
STEP 5
The next step is the written exam which may assess the knowledge, abilities or personal suitabilities indicated in the job advertisement. The written exam may be done entirely online. In order to take the exam, you will need to accept the invitation to the exam by the date indicated in the email. No further consideration will be given to your application should you not accept the invitation. You will receive an explanation of what will be assessed and when to make yourself available to receive the exam. Once you receive the exam you will have a specified time period in which to complete it and email it back.
STEP 6
Candidates who are successful on the written exam will be invited to an interview. At this time we may ask you to provide references, proof of citizenship and proof that you meet the educational requirement associated with the position. This can mean a copy of your diploma, degree and/or official transcripts.
STEP 7
Candidates who are successful may be notified that they are placed in a qualified pool of candidates. If necessary, we will contact you to arrange language testing depending on the linguistic requirements of the position being staffed.
STEP 8
A hiring manager may contact you about vacancies as they become available.

Preference

Preference will be given to veterans and to Canadian citizens, in that order, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

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