BILINGUAL AS-02 Inventory - Administrative Officer / Executive Assistant

Important messages

*****NEW MESSAGE***** Candidates who have submitted an application for process 20-NHW-COLLECTIVE-NAT-AS02-000015, please DO NOT re-submit your application. We will be proceeding with the evaluation of candidates of both processes (20-NHW-COLLECTIVE-NAT-AS02-000015 and 20-NHW-COLLECTIVE-NAT-AS02-000015a) at the same time.

Join a fast-growing organization that makes a real difference in the health of Canadians! Through a single application you’ll open the door to opportunities in not one, but two world-class organizations: Health Canada (HC) and the Public Health Agency of Canada (PHAC).

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment.

Duties

What does it mean to hold an Executive Assistant / Administrative Officer position at HC and PHAC? It means that you may:

• Manage a Director’s agenda, answer general inquiries and redirect requests based on subject and urgency
• Track requests and the status of outstanding issues
• Coordinate the provision of administrative services for general office management
• Coordinate and prepare correspondence related to financial, administrative, human resources and contract information and requirements
• Provide financial administrative support for the Budget Management Cycle
• Input financial data, invoices and cost recoveries, reconciliations of data between various systems, reports and accounting records
• Participate in committees and work groups
• Supervise, monitor and coach staff

Work environment

Who are we?

HC is the federal department responsible for helping Canadians maintain and improve their health. Our goal is for Canada to be among the countries with the healthiest people in the world.

PHAC promotes and protects Canadians' health by preventing and controlling chronic and infectious diseases and injuries as well as preparing for, and responding to, public health emergencies.

HC and PHAC provide you with an exceptional workplace, opportunities for professional development and access to continued learning throughout your career. You will also enjoy benefits (dental and healthcare) for you and your family, an appealing pension plan and access to our Employee and Family Assistance Program.

Health Canada has been recognized as one of the Top Employers for Young People for five years running and as one of Canada’s Best Diversity Employers for the past ten years! Don’t miss your opportunity to not only enjoy the unparalleled benefits of the public service, but to get so much more on our award-winning team!

If you are interested in finding out more about this opportunity, or maybe you know someone who could fulfill this role, share and/or click on apply online!

Intent of the process

The intent of this Inventory is to have a pool of candidates to draw from when vacancies arise and for current and future needs within HC and PHAC at various locations across Canada. Applications will be accepted on an ongoing basis as long as the poster is active.

As we anticipate a large number of applications, we may be applying volume management strategies throughout the selection process such as, but not limited to, top-down approach, cut-off scores and/or random selection.

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)

Are you ready to join us? You must have:

EDUCATION

• A secondary school diploma or employer-approved alternatives;
• A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or,
• An acceptable combination of education, training and/or experience

Degree equivalency

EXPERIENCE

At least two (2) years of full-time experience providing administrative support services

* Ability to communicate effectively in writing
Ability to communicate effectively orally
Dependability/Reliability
Detail Oriented
Being action-oriented
Effective Interpersonal Relations
Judgement/Reasoning
Ability to Work in a Team
Thoroughness
Initiative
Respectful of Diversity

* Your résumé and written answers throughout the application process will be used to assess your ability to communicate effectively in writing

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

Bilingual - Imperative (BBB/BBB)
All positions are BILINGUAL. At a minimum, the required second-language proficiency is at the intermediate (BBB/BBB) level though some positions may require advanced proficiency (CBC/CBC)

Information on language requirements

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

Nice-to-have criteria:

EDUCATION

Diploma or Degree from a recognized post-secondary institution

Degree equivalency

EXPERIENCE

• Experience working in a health-related business environment
• Experience working in a food safety related business environment
• Experience coordinating meetings, teleconferences or conferences
• Experience working in a financial environment
• Experience working in an information management environment
• Experience working in reception and/or client service
• Experience working in a human resources (HR) environment
• Experience working in a real property or facilities environment
• Experience working in a security office environment
• Experience in agenda management for a manager/director
• Experience creating and maintaining a tracking system
• Experience in preparing documentation for senior management
• Experience coordinating or processing travel or hospitality
• Experience providing advice and guidance on procedures/processes
• Experience working in a compensation or payroll environment
• Experience in the administration of contracts and/or procurement
• Experience working in a call center environment
• Experience supervising employees
• Experience in providing support on the Performance Management Program (PMP) for Executives
• Experience in providing support to Executives on the Executive Talent Management System (ETMS)
• Experience in preparing reports using complex functions with Excel and Word (may include advanced formatting, cross-tab tables, graphs and formulas)

Conditions of employment

Reliability Status security clearance - Some positions may require a 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

Your résumé and written answers throughout the application process will be used to assess your ability to communicate effectively in writing

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. https://www.canada.ca/en/public-service- commission/services/assessment-accommodation-page.html

Operational requirements will vary depending on the position being staffed and may include any of the following:

• Willingness and ability to travel occasionally
• Ability to work overtime on short notice
• Possession of a valid driver's license
• Ability to work in a laboratory environment
• Ability to lift and move objects up to 22kg

Information on accommodation for persons with disabilities:
https://www.canada.ca/en/public-servicecommission/jobs/services/gcjobs/information-candidates/accommodations.html

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.