Administrative Officer

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

Candidates must clearly demonstrate in the screening questionnaire how they meet the education and experience criteria listed in the essential qualifications and asset qualifications, if applicable. Please note that stating that the requirement has been met, and/or listing past or current responsibilities, does not represent adequate substantiation. Rather, you must provide concrete examples that clearly illustrate how you meet the requirements by respecting the maximum number of words (500 words) provided for this purpose. Resume may be used as a secondary source to validate the qualifications described; comments such as "refer to my attached resume" will not be accepted and may result in your application being rejected. Only applications submitted on-line will be accepted.

***This opportunity could be completed through a telework agreement.

Duties

Key Activities

In accordance with legislation, guidelines, policy and procedures, disseminates and explains, procedures and directives regarding finance, administration and human resources; provides procedural advice and explanations to staff; and recommends and implements new/improved procedures governing the work.

Develops and composes memoranda and correspondence related to projects, financial, administrative, human resources and contract information and requirement; conducts research,
prepares documents, controls and manages flow of correspondence, notes, and privacy requests;
prepares division reports on travel; and produces other ad-hoc reports on program/project activities. Inputs into tracking and reporting system.

Assists in development of full range of classification and staffing documents; forecasts short-term
human resource requirements and confirms funding.

Researches and plans administration requirements to ensure all aspects function effectively and
efficiently.

Assists in the implementation of safety and security measures.

Recommends to senior management the availability, status and logistics of facilities, telecommunications and informatics services. Assists in the planning, coordinating and management of facilities/accommodation projects.

Provides assistance in the research, negotiation and/or preparation of specifications or terms of reference for tenders, contracts, and Memoranda of Understanding.

Provides financial administrative support for the Budget Management Cycle: researches, compiles,
and drafts reviews; finalizes a full range of financial reports; prepares and initiates cost-recovery
transactions; processes accounts payable and receivable; verifies availability of funds for such things as travel, hospitality and service contracts, grants and contributions, capital purchases and other expenditures; sorts, compiles and formats data extracted from departmental financial control system; prepares financial scenarios on program needs; prepares contingency plans as well as best case scenarios; records budget, expenditures, commitments and revenue transactions in the departmental financial systems.

Inputs financial data, performs invoice and cost recovery processing, reconciliations of data between various systems, reports, credit card/travel statements, travel reports and accounting records in accordance with the Departmental and Central Agency policies, regulations and procedures.

Develops and maintains an extensive network of contacts in the Department and keeps abreast of trends and best practices related to administrative and related financial issues.

Participates in working groups, information and/or training sessions.

May be required to supervise, monitor and coach staff

Work environment

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? 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!

Intent of the process

Although the immediate intent of this Job Opportunity Advertisement is to staff indeterminately, applicants should be aware that a pool of qualified candidates (fully assessed or partially assessed) may be established and may be used to staff similar positions at this group and level with various language requirements listed in the Language Requirements section. In addition, this process may be used for various tenures (acting appointments, assignment, deployment, indeterminate, specified period, secondment), security requirements and conditions of employment within Health Canada. As a result of the potential and possible use of the selection process and subsequent pool by hiring managers, we encourage all employees seeking this type of opportunity to apply.

Positions to be filled: 1

Information you must provide

Your résumé.

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

Education:
- Successful completion of a secondary school diploma or an acceptable combination of education, training and / or experience.

Degree equivalency

Experience:
- Experience providing administrative office support to a senior manager.
- Experience in providing advice/guidance to internal clients or management.
- Experience in developing procedures or guidelines.
- Experience in providing logistical planning support (such as travel, conferences, seminars, trade shows, expense reporting, budgeting)

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

Bilingual - Imperative (CBC/CBC)

Information on language requirements

Knowledge:
- Knowledge of Health Canada’s mandate.
- Knowledge of administrative procedures and various software used to produce documents/reports (for example Word, PowerPoint and Excel).

Abilities:
- Ability to organize meetings, take minutes and follow-up on action items.
- Ability to provide advice on administrative matters.
- Ability to communicate effectively in writing.
- Ability to communicate effectively orally.
- Ability to work effectively in a high-pressure work environment.

Personal Suitability:
- Effective Interpersonal Relations
- Reliable/dependable
- Initiative
- Respectful of Diversity.
- Discretion
- Judgement
- Attention to Detail

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

Education:
- Successful completion of a post-secondary program in a field related to the position OR an acceptable combination of education, training and/or experience (possession of a high school diploma and training/experience in a field related to the position).

Degree equivalency

Experience:
- Experience supporting an executive at the director level and above.
- Experience working with financial systems such as SAP or a similar system.
- Experience working in a Public Sector* office environment, or an office environment located in a large Private Sector** entity with multiple and varied work locations.

**Public Sector is defined as Federal, Provincial, Territorial, Municipal or First Nation entities.
***Large Private Sector is defined as one with approximately 200 or more employees or volunteers, located in multiple locations performing various types of work functions.

Conditions of employment

Secret security clearance

Conditions of Employment:
- Willingness to work overtime on weekends and in the evenings on short notice. ***

* Candidates must meet and maintain the above conditions of employment throughout their employment in the position

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

Candidates may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed. Meeting one or many of the asset qualifications may be a deciding factor in appointing a particular candidate amongst the qualified candidates. Please note that some or all of the asset qualifications could be used at the screening phase.

Reference checks may be sought.

An interview may be administered.

A written examination may be administered.

Acknowledgment 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 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/.

Volume management strategies may be used (for example: top down approach may be used).

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.