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

Duties

The Administrative Assistant shall, among other things:

Manage internal and external communication for the Chief Administrator’s office; review and assess implications and priorities and take courses of action.

Coordinate meetings and oversee all administrative activities.

Act as the focal point within the office to schedule appointments on behalf of the Chief Administrator.

Work environment

CAS is an organization in the Government of Canada that serves to support access to justice nationwide, and facilitate coordination and support among the four courts; serving the Federal Court of Appeal, the Federal Court, the Court Martial Appeal Court and the Tax Court of Canada.

The general purposes set out for the organization in the Courts Administration Service Act are to:

• facilitate coordination and cooperation among the four courts for the purpose of ensuring the effective and efficient provision of administrative services;

• enhance judicial independence by placing administrative services at arm’s length from the Government of Canada and by affirming the roles of chief justices and judges in the management of the courts; and

• enhance accountability for the use of public money in support of court administration while safeguarding the independence of the judiciary.

Intent of the process

A pool of pre-qualified or fully qualified candidates may be created to staff similar or identical positions with various tenure, various bilingual linguistic profiles and security requirements within the Courts Administration Service.

Candidates may be evaluated further, for specific opportunities, on qualifications (including conditions of employment and operational requirements) that are deemed necessary, whether or not these qualifications have been listed on the job advertisement.

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)

A secondary school diploma or an acceptable combination of education, training and/or experience.

Degree equivalency

Experience providing administrative support services to a Senior Executive* including:

a. coordinating and managing an agenda, a calendar and e-mails;
b. organizing meetings;
c. preparing routine correspondence such as briefing material, correspondence, minutes of meetings or reports;
d. making travel arrangements and preparing travel expense claims.

Definition:
*Senior Executive is defined as director level or above.

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

Successful completion of a post-secondary program, certificate or diploma relevant to the position, such as office administration or secretarial studies.

Degree equivalency

Experience proofreading and editing documents for quality assurance.

Experience maintaining a Bring Forward (BF) system for outstanding actions/deliverables.

Experience working at the Courts Administration Service.

Experience working in a judicial or quasi-judicial* environment.

Definition:
*Judicial or quasi-judicial environment is defined as a Board, Commission, Tribunal or Court (Federal, Provincial or Municipal).

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

Bilingual - Imperative (CBB/CBB)

Information on language requirements

Effective Interpersonal Relationships

Reliability

Initiative

Judgment

Attention to detail

Ability to work under pressure.

Ability to plan, organize and prioritize in order to meet deadlines.

Ability to communicate effectively in writing.

Ability to communicate effectively orally.

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

In support of achieving a diverse workforce, selection may be limited to candidates who self-declare as a member of the following Employment Equity groups: aboriginal peoples, persons with disabilities, members of visible minorities, women.

The Courts Administration Service recognizes that the diversity of its employee population contributes to its strength and integrity. We are committed to achieving employment equity and developing a highly capable workforce that is representative of Canadian Society. We encourage women, aboriginal peoples, persons with disabilities, and members of visible minority groups to apply and declare themselves as part of one or more of the Employment Equity groups as selection may be limited to candidates belonging to one or more of the groups.

Willing and able to work at the workplace.

Willing and able to telework and possess adequate broadband internet.*

*Telework will depend on the requirements of the position

Conditions of employment

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

By completing the Employment Equity section in your application, you help create a Public Service that is diverse, inclusive and representative of identities, cultures, perspectives and experiences that make up Canada.

In response to the COVID-19 pandemic and further to public health guidelines, preventative measures are being taken to ensure health and safety during the recruitment process.

Due to current circumstances, all assessment will be done virtually.

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 meet the essential qualifications to be appointed to a position.

Candidates must clearly demonstrate in the screening questionnaire how they meet the education and experience factors listed as essential and/or asset qualifications on the statement of merit criteria. In order to do so, the candidate must provide the information as part of their answer to the pertinent screening question, using concrete examples in the provided area. The assessment board cannot and will not make any assumptions about your experience. Note that it is not sufficient to only state that the qualifications are met or to provide a listing of current or past responsibilities. Resumes may be used as a secondary source to validate the experience described in the experience questionnaire. Failure to clearly demonstrate in the questionnaire how you meet the education and experience, both essential and/or asset, where applicable, may result in the rejection of your application.

A variety of tools and assessment methods may be used, which may include, but is not limited to written tests, interviews and reference checks. Other sources of information (such as performance agreements, work samples, board member knowledge, etc.) may be used to inform the assessment of the criteria identified on the Statement of Merit Criteria. Any information that you provide throughout this process, including email correspondence, may also form part of the assessment.

Asset qualification(s) may be applied in this selection process.

Written communication may be assessed via the job application.

Candidates will be required to provide proof of their education credentials in the form of a diploma or official transcript.

If a qualified candidate has been selected and appointed on an indeterminate basis from the established pool, they will be removed from the pool. If a candidate is selected for a specified period (including term, acting, or assignment/secondment) appointment, they will remain in the pool for future offers.

We will communicate with applicants by e-mail. It is your responsibility to verify your e- mails regularly. Applicants shall ensure that the e-mail address provided is valid and make sure this address is functional at all times and accepts messages from unknown users.

Preference

Preference will be given to veterans first and then to Canadian citizens and permanent residents, 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.