Junior Program Officer and Administrative Assistant

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

APPLYING

To submit a complete application, you must provide: answers to the screening questions and a résumé.

The screening questions will be used as the primary tool for the preselection process and the résumé will be used to substantiate the information provided. The screening board cannot make assumptions about your experience. When responding to the screening questions, please be sure to clearly demonstrate how you meet the education and experiences criteria. In order for your application to be retained, you must provide concrete examples of your work experience and explain relevant responsibilities that you had and/or actions that you took.

Duties

PM-01 JUNIOR PROGRAM OFFICER

The junior program officer will performs tasks related to sorting and processing incoming and outgoing mail, drafting letters, responding to calls or emails, preparing meeting agenda and taking minutes, entering and processing nominations in the National Honours Portal (NHP) database, support honours recipients in different requests, including contacting via phone and email to confirm current address (for unsuccessful deliveries), lapel pins packaging and sending, updating production room inventory; updating deceased recipients files, prepare various reports.

Other duties include the following:

• Preparation for events – Creation of lists, program documents, photo document, register, insignias, certificates and attendance at ceremonies at Rideau Hall or virtually.
• Advisory Council Meetings – pre-meeting preparation (voting sheets,, documentation, distribution), printing of documentation as requested, required; post-meeting (drafting correspondence, Instrument, and other documentation); processing recipient questionnaires, uploading on GC Docs and NHP, uploading photos of recipients, acknowledging receipt of correspondence; drafting congratulatory letters and drop letters, mailing welcome packages and letters; ensuring Gazette publication; preparing lists for viceregal partners for proactive sharing of contact information (where applicable); returning paper files to Records.
• Insignia- checking insignia received from Royal Canadian Mint, assigning insignia to recipients with upcoming investitures, managing replacement insignia procedures and updating insignia inventory.

AS-01 ADMINISTRATIVE ASSISTANT

The administrative assistant will performs tasks related to planning and provision of administrative services, information management, correspondence management, as well as programs and logistical support to Directors and other staff within the assigned Directorates. Administrative services include, but are not limited to, inventory control, records/information management, leave, training and travel claims, and coordination of financial, human resources, procurement, contracting, security and other services for the Directorates. This position is also responsible to plan and manage the Directors’ agenda, coordinate and organize logistics for meetings, travel and other activities such as development and implementation of administrative procedures and processes to ensure efficient operations of the Directorates.

Work environment

The OSGG is a small organization of approximately 150 employees that offers flexible work arrangements and a positive, collaborative and bilingual work environment.

The OSGG is located on the historic grounds of Rideau Hall, at 1 Sussex Drive, in Ottawa and is close to public transit, bike and walking paths. The position(s) to be filled are located at the Chancellery, Lasalle Academy, 65 Guigues Ave, Ottawa, ON, K1N 6Z2, Canada.

Due to COVID-19, most of our employees are currently working virtually from home using the latest technologies to stay connected.

Intent of the process

A pool of partially or fully qualified candidates will be established to staff similar or identical positions with various tenures (such as indeterminate, specified period, deployment, acting, assignment, secondment). These positions could have various security and language requirements (BBB/BBB, CBB/CBB, CBC/CBC and CCC/CCC).

Positions to be filled: 2

Information you must provide

Your résumé.

A covering letter

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

EDUCATION
Graduation from a recognized high school.

Degree equivalency

EXPERIENCE
E1- Experience in providing administrative support.
E2- Experience in writing and editing correspondence*.
E3- Experience in responding to enquiries.
E4- Experience in research and analysis.
E5- Experience working with database systems.

*Correspondence means: writing and editing letters and emails.

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

Various language requirements
Bilingual imperative BBB/BBB, CBB/CBB, CBC/CBC, CCC/CCC

Information on language requirements

COMPETENCIES
C1- Demonstrating Integrity and Respect
C2- Thinking Things through
C3- Working Effectively with others
C4- Showing initiative and being action-oriented

ABILITIES
A1- Ability to research and write synopses.
A2- Attention to detail.
A3- Ability to communicate verbally.
A4- Ability to communicate in writing.

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

ASSET - EDUCATION
AQ1- Successfully graduated from a recognized university.

Degree equivalency

ASSET - EXPERIENCE
AQ2- Experience working with honours and awards programs.
AQ3- Experience in communicating with public- and private-sector officials.
AQ4- Experience in providing information to the general public both verbally and in writing.
AQ5- Experience working at the Office of the Secretary to the Governor General (OSGG).
AQ6- Experience in providing administrative support to a senior executive*.
AQ7- Experience in providing administrative support to a program.

*Senior executive means a manager at the EX-01 level (or equivalent) or higher.

ORGANIZATIONAL NEEDS

The OSGG is dedicated to building an inclusive workforce with a diversity of experiences, perspectives and backgrounds that represents Canada now and in the future. In order to achieve this goal, we strongly encourage you to indicate if you belong to one of the designated groups (Indigenous people, persons with disabilities, members of visible minorities, and women).

We are passionate about fostering a workplace where all people feel welcome and can reach their full potential.

Conditions of employment

Reliability Status security clearance

Willingness to work overtime with little advanced notice.

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

• The ability to communicate effectively in writing may also be assessed via the application process.
• Failure to provide the information as instructed will result in your application being rejected. You will not be solicited for incomplete or missing information.
• A random selection and/or a top-down selection may be used at certain stages of the assessment.
• Acknowledgment of receipt of applications will not be sent; we will contact candidates when the screening process is completed.
• Candidates must meet all the essential qualifications to be appointed to a position.
• You may be assessed using a variety of assessment tools, such as, but not limited to: standardized tests, written exams, interviews, simulation exercises, reference checks (the Assessment Committee reserves the right to contact references other than those provided by the candidates, within the public service only, if found necessary, in order to adequately assess the candidates), recent and past performance evaluations, self-assessments, candidate achievement records, etc.
• You must provide proof of your education credentials. If you were educated outside of Canada, you must have your certificates and/or diplomas assessed against Canadian education standards. For more information please click on “Degree Equivalency” in the Education section above.
• Persons are entitled to participate in the selection process in the official language of their choice. Applicants are asked to indicate their preferred official language in their application.
• Official language proficiency could be assessed and required solely upon appointment.
• Second language evaluation (SLE) Test of written expression: Candidates who do not already have a valid result or who have an expired result at the B level or higher on the Public Service Commission's Second Language may be invited to take the new Public Service Commission unsupervised test of written expression for level B or C.
For more information, please refer to this link:
https://www.canada.ca/en/public-service-commission/services/second-language-testing-public-service/unsupervised-test-written-expression-level-b-or-c.html
• Second language evaluation (SLE) Test of reading comprehension: Candidates who do not already have a valid result or who have an expired result at the B level or higher on the Public Service Commission's Second Language Evaluation may be invited to take the new Public Service Commission unsupervised test of reading comprehension for level B or C.
For more information, please refer to this link:
https://www.canada.ca/en/public-service-commission/services/second-language-testing-public-service/unsupervised-test-reading-comprehension-level-b-or-c/about-the-test.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.