Assistant, Administrative Services

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

Process Details
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The assessment of candidates should take place in three (3) phases:

Phase 1- Online Application/ Text questions

Your answer to the Text Question within the TEXT section of your application will be used to evaluate the following essential qualifications: thinking things through and working effectively with others.

Phase 2- Online Standardized Exam- Objective Exercise for Personnel in Administrative Functions (OEPAF)

We will assess the following competencies: thoroughness, being organized, ability to transmit information and showing initiative and being action-oriented (Essential Qualifications). This test will be administered electronically by a third-party test administrator, (EPSI).

Phase 3- Second language evaluations-Test of written expression and Test of reading comprehension

You will be invited to complete two Second Language Evaluation testings (written expression and reading comprehension) OR if you already have valid Second Language Evaluation results, proof will be required. For more information: https://www.canada.ca/en/public-service-commission/services/second-language-testing-public-service.html

Candidates who qualify in all assessment stages will be placed in a partially qualified pool. Hiring managers may then invite candidates on this list to participate in informal interviews or reference checks to fill positions.The only evaluation to be completed by the hiring manager will be the Oral proficiency in the second official language.

Duties

May include:
- Schedule and organize meetings, conferences, appointments, making logistical arrangements and coordinating the preparation of required documentation;
- With the use of a computer, tracks, controls and reviews the information coming in and going out of the executive ‘s office, including correspondence, emails, requests for information, as well as draft emails, correspondence and minutes of meeting;
- Receive and respond to telephone calls or refer callers to appropriate official for action;
And other related tasks.

Work environment

As part of the Employment and Social Development Canada portfolio, the Labour Program is responsible for protecting the rights and well-being of workers and employers in federally regulated workplaces. We work closely with provincial and territorial governments, unions, employers, international partners, and other stakeholders to promote safe, fair and productive workplaces and collaborative workplace relations.

We are dedicated to creating a positive and dynamic working environment — one that supports career aspirations and where employees with new ideas and fresh perspectives can make a difference.

We are currently looking for dynamic and motivated individuals to fill various administrative positions within the department. As an assistant, you will provide administrative support services.

What we offer:
1. Competitive salaries – with a salary range that brings annual increases to most employees, up to a maximum amount.
2. Continuous learning and career advancement - Build your career within the Federal Government.
3. Advantageous pension regime and benefits.
4. Three weeks of holidays per year when you start.
5. Flexible work arrangements – possibility of flexible hours and compressed work weeks to help you balance your personal and work life.
6. Inclusive and diverse work environment.

Learn more about the Department, one of the top ten employers of the National Capital Region and winner of Canada’s Best Diversity Employers Award: https://www.canada.ca/en/employment-social-development/campaigns/recruitment.html

Listen to the testimonials of our employees: https://www.canada.ca/en/employment-social-development/campaigns/recruitment/career-testimonials.html.

Intent of the process

A pool of partially qualified candidates will be established through this process to staff identical or similar positions at Employment and Social Development Canada with various tenures, various security requirements, various conditions of employment and for various locations.

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)

Education
A secondary school diploma or employer-approved alternatives (acceptable combination of education training and/or experience).

Degree equivalency

Competencies
C1- Thoroughness
C2- Being organized
C3- Communication- (Ability to transmit information)
C4- Showing initiative and being action-oriented
C5-Thinking things through
C6- Working effectively with others

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

Education
AE-1 Successful completion of a training program in an area related to the position such as office administration, secretariat, administrative assistant.

Degree equivalency

Experience
AEX1- Experience working with SAP (Systems Applications Products).
AEX2- Experience in making travel arrangements.
AEX3- Experience in providing budget and financial support services.
AEX4- Experience in providing human resources services.
AEX5- Experience with website content management.
AEX6- Experience in providing administrative support services* in a management office environment.

*Administrative support services may include tasks such as managing the daily schedule of another person, planning or coordinating meetings, preparing or coordinating incoming or outgoing correspondence, electronic and paper record systems, drafting minutes, etc.

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

Bilingual - Imperative (BBB/BBB)

Information on language requirements

Conditions of employment

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 designated groups when you apply.

Information on employment equity

Application process
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We will accept applications on-line only. To submit an application on-line, please click on the button "Apply online" below. Persons with disabilities preventing them from applying on-line are asked to contact a toll free number 1-800-645-5605.

During the application process, you must upload your resume and answer a series of screening questions. The online application may take 2-3 hours to complete. The questionnaire will assess the essential and asset education; essential competencies; as well as the asset experiences.

By answering online screening questions, it is your responsibility, as a candidate, to provide CONCRETE AND DETAILED EXAMPLES to clearly demonstrate how you meet the education, experience and competencies requirements listed in the Essential Qualifications and Other Qualifications sections.

Your answers must include where and how you obtained the required education or experience, as well as the period(s) in which you performed the functions of the position(s). Your answer must include the date format of Month-Year to Month-Year. Failure to provide the above information in the format required may result in your application being rejected from the process.

Information on your described education, experience, etc. provided in the screening questions should be supported by your resume.

You may save your application as a draft and return to it at a later date. Your application must be completed and submitted in order to be considered. Partially completed applications, or those in draft cannot be considered. You can make modifications to your submitted application at any time, but once your application has been selected for screening, you will no longer be able to make modifications and your submission will be considered final.

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Assessment
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An online standardize test will be administered.

Please note that asset qualifications, top-down and/or random selection may be used to identify which applications will be given further consideration.

Candidates must meet the essential qualifications to be appointed to a position. The essential qualifications that are listed in the statement of merit criteria are mandatory. Applicants may be appointed to the position even though he/she does not meet any or all of the asset qualifications. However, meeting these criteria is desirable and may be a deciding factor in choosing the person to be appointed. In the event that there are as many applicants who meet the essential qualifications as there are vacancies, the manager may decide not to assess some or all of the asset qualifications.

Pass marks will be established for each qualification. However, achieving the pass mark is not a guarantee of an appointment or that candidates will be put through the next stages of the assessment process. A cut-off score or a top-down approach may be used at any step if there is a sufficient number of candidates to meet immediate and anticipated staffing needs.

Please note you will not be considered to be in travel status or on government business and that travel costs will not be reimbursed. Consequently, you will be responsible for travel costs.

Candidates who fail to attend the assessment may not be considered further in this process. Please note that testing may be administered during the day, evenings or weekends.

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Proof of education
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You must provide proof of your education credentials.

Candidates with foreign education credentials are required to provide proof of Canadian equivalency.

Foreign certificates and/or diplomas must be assessed against Canadian education standards. The federal public service will accept any Foreign Educational Credentials as long as they are deemed comparable to Canadian standards, determined by a recognized credential assessment service.

The Canadian Information Centre for International Credentials (CICIC) assists persons who wish to obtain an assessment of their educational, professional, and occupational credentials by referring them to the appropriate organizations.

You can access the CICIC website at: https://www.cicic.ca/. This website provides links to a number of Canadian organizations that provide equivalency assessments.

Original diplomas, degrees or certified transcripts may be required and must be presented upon request. Failure to produce required documents will result in your application not being considered..

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Communication
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Acknowledgment of receipt of applications will not be sent.

PLEASE NOTE: Our intention is to communicate with applicants by e-mail for screening/assessment purposes. It is imperative that you provide a current email address that accepts e-mail from unknown users (some email systems block these types of email). Candidates are strongly encouraged to check their email on a regular basis. It is entirely your responsibility to inform us at all times of any changes regarding your contact information.

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Bilingual positions
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To be considered for a Bilingual Imperative position, you must be willing to undergo Second Language Evaluation testing OR you must already have Second Language Evaluation results (proof will be required).

If you have undertaken Second Language Evaluation by the Public Service Commission, you can obtain a copy of the SLE results, by requesting it at the following website: https://www.canada.ca/en/public-service-commission/corporate/about-us/contact-us.html#sle.

For more information on SLE, visit the following web-site: https://www.canada.ca/en/public-service-commission/services/second-language-testing-public-service.html

An optional self-assessment of your writing skills in your second official language is available for you to take before completing your application.
https://www.canada.ca/en/public-service-commission/services/second-language-testing-public-service/self-assessment-tests.html

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What do you need to know about diversity and accommodation?
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Employment and Social Development Canada is committed to employment equity (EE). In order to achieve a representative workforce, selection may be based on qualified candidates self-declaring as being a member of one or more of the following EE groups: Aboriginal peoples, persons with disabilities, women and visible minorities.

If you are selected for further consideration, please advise the person who will contact you of any accommodations you may require during the selection process.

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

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.