Administrative Assistant, 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

Duties

Administrative support positions provide assistance to staff and managers in a wide range of capacities, depending on the needs of the organization and as it relates to a particular work unit. These duties may include, but are not limited to, the following:

• coordinate meetings, teleconferences, web-based on-line meetings, schedules or presentations,
• record keeping/taking, record maintenance/filing, data input (including electronic records),
• research, compile and/or verify reference material, correspondence or other sources of information,
• provide service and assistance to internal and external clients via phone calls, emails and in person encounters,
• organize requests for travel, fleet vehicles and purchases,
• create and/or review expense claims, expenditures, invoices, reports and payments.

As an Administrative Support individual, you will require strong interpersonal, communication and organizational skills. If you are dedicated to helping others, learning new things and taking on challenges, then this important role is for you.

Work environment

The primary operations of Indigenous Services Canada, First Nations and Inuit Health Branch in Alberta are located in Edmonton. Travel opportunities throughout Alberta may exist depending on the role. The work performed can be fast paced and demanding however, also very rewarding.

Indigenous Services Canada (ISC) is the Federal department responsible for working with First Nations, Inuit, and Métis peoples to improve their 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 (FNIHB) 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 peoples 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.

Our organization offers competitive wages, benefits and opportunities. We are client focused, collaborative and value employees who are invested in serving Canadians.

Intent of the process

Indigenous Services Canada is committed to having a skilled and diversified workforce representative of the population it serves. In support of our strategy to achieve our employment equity goals, the intent of the process is to staff this position with candidates who, at the time of application, indicate that they belong to one of the following Employment Equity groups (self-declaration): Aboriginal peoples, Women, Visible Minorities and Persons with Disabilities. As such, Organizational Needs may be applied and first consideration may be given to candidates self- identifying as belonging to the above mentioned Employment Equity groups.

These positions may be staffed on a permanent (appointment or deployment) or temporary basis (term, acting, assignment or secondment).

A pool of qualified candidates will be established and may be used to staff similar term and/or permanent positions.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

A response to a text question addressing the following:

• A response to a test question addressing the following:
  
  Client Service Orientation:
  
  Definition – Identifies and responds to current and future client needs; provides service excellence to clients. Commitment to providing service that meets or exceeds client’s expectations in regards to - quality, timeliness, completeness, knowledge/skill, courtesy, a fair outcome, etc.
  
  Please note, your response will be used to assess Client Service Orientation Competency and Communication – Written.
  • Your answer must be no less than 250 words in length and no more than 1000 words in length.
  • Please use complete sentences and paragraphs, proper grammar, proper spelling, etc.
  • Ensure that your written submission demonstrates how you meet the essential competency of Client Service Orientation.
  • Your written submission must be your own. Plagiarism is not acceptable.
  
  Question: You are dealing with a client who is not satisfied with the service you are providing and is impatient with the time that it is taking.
  • What is your responsibility?
  • How can you improve the relationship with the client?

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

Essential Education:
• Successful completion of two years of secondary school* or employer-approved alternatives (see Note 1).

* The term “secondary school” refers to high school as established by educational authorities.

Notes:
1. The employer-approved alternatives to two years of secondary school are:
• A satisfactory score on the Public Service Commission test approved as an alternative to two years of secondary school; or
• An acceptable combination of education, training and/or experience.

Degree equivalency

Essential Experience:
1. Experience analysing information and resolving problems in a customer service environment.
2. Experience in using one or more of the following: word processing software, spreadsheet applications, online data retrieval applications, such as Microsoft Word, Excel, email, and Google Docs, etc.

Note – the essential experience qualifications can be gained through full or part time employment, volunteer or charity work, social work, or similar areas.

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

Experience:
• Experience working with First Nations, Inuit, and/or Métis.

• Ability to communicate in an Indigenous language, such as Cree.

• Indigenous public service experience (i.e.: community government office, land claim or service delivery organization, National Indigenous Organizations).

• Experience in providing financial support in any of the following areas in an office or company environment:
1. Purchasing of goods and services;
2. Accounts payable or accounts receivable;
3. Using a corporate credit card;
4. Working with contracts; or
5. Using a financial management system, such as SAP.

• Experience in providing administrative or organizational support in any of the following areas:
1. Writing, editing and/or proofreading written materials, such as business e-mails, letters, or briefing notes;
2. Scheduling and organizing teleconferences, video-conferences or meetings;
3. Providing travel support services; or
4. Using a database or electronic information management system for records, financial information, or human resources data.

• Experience organizing, tracking and managing equipment, such as inventory, fleet vehicles, etc.

• Experience providing record management services such as classifying, coding, indexing, cross-referencing, filing, retrieving, retention or disposition.

• Experience in determining eligibility for benefit requests.

• Experience working with grants or contribution agreements or working with the Grants and Contributions Information Management System (GCIMS).

• Experience working in a health, medical, laboratory or scientific program/services environment.

• Experience working in a call centre environment.

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

English essential

Information on language requirements

Essential Technical Competencies:
1. Basic knowledge of Microsoft Word
2. Basic knowledge of Microsoft Excel

Essential Behavioural Competencies:
1. Communication – Oral
2. Communication – Written
3. Aboriginal Cultural Competency
4. Adaptability
5. Attention to Detail
6. Dependability
7. Client Service Orientation
8. Judgement
9. Planning/Organizing /Monitoring

Additionally, CR-05 must demonstrate the following essential competencies:
10. Teamwork and Cooperation
11. Initiative

Essential Abilities and Skills:
1. Ability to work effectively with First Nations, Inuit, or Métis

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

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.

OPERATIONAL REQUIREMENTS:
Will vary dependent on the position. Some positions may require any or all of the following:
• Shift work.
• Travel.
• Valid Class 5 driver’s licence.
• Willingness and ability to work overtime or extended hours.
• Willingness and ability to be on standby on a rotational basis.

Conditions of employment

Reliability Status 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

Only applications submitted on-line using the 'Apply On-Line" button above will be considered.

Qualifications and competencies may be assessed through your application, resume, assessment and reference checks. You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

A written exam may be administered.

An interview may be administered by recorded video, in person and/or video/teleconferencing.

Our means of communication with applicants is via e-mail. Please ensure to include a functional email address, which will accept messages from unknown users (some e-mail systems block these types of e-mails). It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required.

Information received relating to accommodation measures will be addressed confidentially.

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.

All communication relating to this process, including email correspondence and telephone conversations, may be used in the assessment of qualifications.

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

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.

Candidates must ensure that they are available for any testing or interviews required. Candidates from outside the federal public service who are invited to written exams and/or interviews will be responsible for travel and accommodation expenses.

Proof of education will be required. 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.

Candidates will be asked to provide proof of Canadian citizenship.

A top down approach may be used to assess and/or appoint candidates.

Depending on the requirements of the position(s) being staffed from this process, for current or future vacancies, any or all of the asset qualifications, operational requirements, and organizational needs may be applied at the time of staffing.

Candidates may be contacted and assessed against these criteria at any time during this process.

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.