AS-03 INVENTORY - Looking for Administrative Officers and Executive Assistants!

Important messages

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 screening criteria may be contacted for further assessment.

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!

Duties

What does it mean to hold an Executive Assistant / Administrative Officer position at HC and PHAC?

It means that you may:
• Manage an Executive Director’s (or equivalent) agenda, answer general inquiries and redirect calls based on subject and urgency
• Implement and maintain a system to track and report on progress
• Develop support materials such as briefs, committee document summaries, agenda items, background for weekly meetings, working groups, and special conferences
• Coordinate the provision of services to meet requirements for accommodation, telecommunications, material procurement, office supplies, and preparation of personal service contracts
• Recommend administrative procedures and coordinate planning processes
• Provide financial administrative support for the Budget Management Cycle
• Lead the input of financial data, perform invoice and cost recovery processing, data reconciliation between various systems, reports, credit card/travel statements, travel reports and accounting records
• Review completed work, and provides leadership in conveying information on behalf of the Executive Director (or equivalent) on the expected deliverables
• Supervise, monitor and coach staff

Work environment

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.

Are you interested in working at a cutting-edge organization that values both your physical and psychological health and wellness, provides rich career development opportunities and rewards innovation? HC is among Canada’s Top 100 Employers for 2021 in addition to being recognized as Top employer for Young People since 2015 and as Best Diversity Employer since 2010! 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!

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.

A response to a text question addressing the following:

• Candidates must respond to a written question that will assess the qualifications of Initiative and Written Communication.

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

EDUCATION

Secondary school diploma

Degree equivalency

EXPERIENCE

Experience (2 years on a full-time basis) in providing administrative services in at least two of the following areas:
• Human resources (e.g. staffing, classification)
• Financial operations (e.g. budget management, reporting)
• Procurement or contracting
• Facilities/Accommodation projects (e.g. move)
• Travel arrangements and processing travel claims
• Coordinating and quality control on briefing material or correspondence
• Coordinating the logistics for meetings, events and teleconferences
• Program or project support
• Coordinating and managing a senior management's emails and calendar

Experience in maintaining a tracking system, monitoring progress and following up on outstanding actions/deliverables

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

Various language requirements
BBB, CBC, French Essential and English Essential

Information on language requirements

ABILITIES/COMPETENCIES

• *Ability to communicate effectively in writing
• Ability to communicate effectively orally
• Ability to work under pressure in a fast-paced environment
• Ability to supervise employees
• Ability to organize/orchestrate
• Respectful of diversity
• Judgement
• *Initiative
• Dependability
• Thinking things through
• Client-Oriented
• Ability to work in a team

*Initiative and ability to communicate effectively in writing will be assessed by using your response to the written question in your application.

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

ASSET EDUCATION

Diploma or degree from a recognized post-secondary institution

Degree equivalency

ASSET EXPERIENCE

• Experience working in SAP or another financial system
• Experience in coordinating and preparing budgets
• Experience utilizing project management tools
• Experience analyzing, forecasting and reporting on financial activities to senior management
• Experience preparing and coordinating travel arrangements and claims using the Shared Travel Services portal (STS) or another system
• Experience working in a senior management office
• Experience liaising with senior management and their offices

OPERATIONAL REQUIREMENTS

Willingness and ability to work overtime to meet operational requirements

Conditions of employment

Reliability Status security clearance - Some positions may require Secret

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

You are entitled to participate in the appointment process in the official language of your choice (English or French). You are asked to indicate your preferred official language in your application.

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.