Executive Assistant / 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

• Persons requiring accommodation preventing them from applying on-line should contact the contact person identified below prior to the closing date. Otherwise, your job application should be submitted through the Public Service Resourcing System.

• You may also review jobs open to the public through INFOTEL at 1-800-645-5605. The INFOTEL number for persons using a TTY/TDD is 1-800-532-9397.

► INSTRUCTIONS TO FOLLOW

Information you must provide

A covering letter in 5,000 words (maximum). Candidates must clearly demonstrate in their cover letter, how they meet the education and experience factors listed in the essential and asset qualifications as well as provide the additional information requested in the “Other information” section of the poster. Candidates must use the education/experience factors as a header and write how they demonstrate each using concrete examples. Please note that it is not sufficient to only state that the qualification is met or to provide a listing of current or past responsibilities.
Failure to clearly demonstrate in your cover letter how you meet the screening criteria (Education and Experience, both Essential and Asset) and provide the additional information requested in the “Other information” section of the poster may result in the rejection of your application.

*NOTE: The Ability to follow instructions and Written communication will be assessed through the covering letter.

Work environment

Our priorities are delivering digital services to Canadians, legal services to Government and leveraging internal digital services and data to enable the delivery of a modern justice system and high-quality legal services to the Government. We look to new methods, tools and ideas to improve how we design, build and deliver services. Justice Canada is unique in the federal Government with clients located across the country, and within some 40 federal departments and agencies.

Our IM/IT organization is designed to provide both strategic and operational functions. The primary function of Information Management (IM) Operations is to promote economy and efficiency in the creation, maintenance, storage, retrieval and disposal of the Department of Justice’s records. Working with the departmental Electronic Document and Records Management System (EDRMS), the incumbent is responsible for providing records management services to departmental staff; liaising with clients and stakeholders to optimize the management of records; maintaining and organizing records in physical and electronic format; preparing records for disposition in accordance with established records management life-cycle procedures and ensuring the preservation of historical information; compiling statistics and reports on activities within records management services; managing a team of RM technicians; and briefing management on operational matters.

Intent of the process

The immediate need is to staff (4) indeterminate positions - Bilingual Imperative (BBB/BBB) in various locations.

A partially or fully assessed pool may be established to staff similar positions within the Department of Justice with various tenures, various language requirements (bilingual imperative only), work locations, operational requirements and/or conditions of employment. Upon request, this pool may also be shared with other federal organizations listed in Schedules I, IV and V of the Financial Administration Act (FAA) to staff similar positions in their organization. By applying to this process, you consent to your personal application and assessment-related information being shared with other federal organisation in the event that they would ask for it, in order to consider your application to staff a similar position within their organization.

Positions to be filled: 4

Information you must provide

A covering letter

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

Various language requirements
Bilingual Imperative only

Information on language requirements

EDUCATION

(ED1) A secondary school diploma or an acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCES

(EX1) Experience planning and organizing meetings, conferences, training sessions, or other events requiring administrative support.

(EX2) Experience in providing administrative support such as drafting correspondence, data entry, responding to inquiries, maintaining files, etc.

(EX3) Experience in using a personal computer and using software applications such as MS Word, MS Excel and MS Outlook.

COMPETENCIES

(C1) Planning and Organizing
(C2) Oral communication
(C3) Written communication
(C4) Initiative
(C5) Reliability
(C6) Client focus

ABILITIES

(A1) Ability to follow instructions.

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

(AEX1) Experience providing administrative support to staffing processes within the federal government.

(AEX2) Experience in providing support in one or more of the following: finance, human resources, procurement, or administrative services.

ORGANIZATIONAL NEEDS:

The Department of Justice believes that to be able to effectively serve the public, its workforce needs to reflect the diversity of the Canadian population. Diversity is a great source of strength in driving Canada’s Legal Team in ensuring that Canada’s justice system is as fair, accessible and efficient as possible. The Department is committed to a representative workforce that represents the Canadian public we serve. If you are an Indigenous person, a woman, a person with a disability or a member of a racialized group* and are interested in bringing in different perspectives and insights we encourage you to self-declare in this staffing process. This self-declaration information can be factored into departmental strategies and selection decisions to address our commitment to eliminate gaps for these groups.

* Please note that this group is currently designated as members of visible minorities in the Employment Equity Act and the self-declaration form.

OPERATIONAL REQUIREMENTS:

Willing and able to work overtime, sometimes on short notice

Conditions of employment

Security - Various; Reliability and Secret Clearance

Vaccination - All employees of the core public administration are required to be fully vaccinated against COVID-19 and attest to their vaccination status unless accommodated based on a medical contraindication, religion, or another prohibited ground for discrimination as defined under the Canadian Human Rights Act.

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 Department of Justice encourages persons with priority entitlements to self refer to our selection processes in circumstances where they believe to meet the essential qualifications of the advertised position.

- On October 6, 2021, the Government of Canada announced details of its plans to require vaccination across the federal public service.
As per the new Policy on COVID-19 Vaccination for the Core Public Administration Including the Royal Canadian Mounted Police, federal public servants in the Core Public Administration and members of the RCMP must attest to their vaccination status. The requirement for employees to be fully vaccinated applies whether they are teleworking, working remotely or working on-site. This is a condition of employment and it applies to indeterminate (permanent), determinate (term), casual, and student hiring. Should you reach the point in the selection process where it is necessary to verify terms and conditions of employment then the hiring manager or a human resources representative will contact you in order to complete an attestation.

- Candidates may be required to meet the asset qualifications, operational requirements or the organizational needs, depending on the requirements of the specific position being staffed.

- Other qualifications may be taken into consideration in the selection decision.

- Communication for this process will be sent via e-mail. It is the responsibility of the candidate to ensure that a current and valid e-mail address is provided with their application and that it accepts messages from unknown senders.

- Candidates will be required to submit their proof of education documents at the time of assessment. If you were educated outside of Canada, you must have your credentials and/or diploma assessed against Canadian education standards. The public service will accept any Foreign Educational Credentials as long as they are deemed comparable to Canadian standards, through a recognize credential assessment service. For more information, please click on Degree Equivalency.

- All written communication obtained throughout the selection process, from the time of application to the close of process, may be used in the assessment of the qualification "Written communication”.

- All communication and information obtained throughout the selection process, from the time of application to the close of process, may be used in the assessment of qualifications.

- Please include in your cover letter whether you have valid Second Language Evaluation (SLE) tests results with the Public Service Commission (PSC) and provide your levels. If your levels have expired or you do not have test results, this must also be included in your cover letter.

- You must include your email address in your cover letter.

- Part of the assessment will be conducted through a take home exam and will take place over a weekend. Candidates are expected to be available. The take home exam will only be rescheduled under exceptional circumstances and a strong rationale and evidence will be required to support any reschedule request. The take home exam will be sent by email at 10AM EDT Thursday, November 25th, 2021 and must be returned before 4PM EDT Monday, November 29, 2021. Please indicate your availability to complete the take home exam in your cover letter.

***VERY IMPORTANT NOTE: IT IS THE REPONSIBILITY OF THE CANDIDATE TO SUBMIT A COVER LETTER THAT CLEARLY DEMONSTRATES THAT THEY MEET EACH OF THE SCREENING QUALIFICATIONS (I.E. EDUCATION AND EXPERIENCE QUALIFICATIONS). PLEASE NOTE THAT IT IS NOT SUFFICIENT TO ONLY STATE THAT THE REQUIREMENTS ARE MET OR TO PROVIDE A LISTING OF CURRENT OR PAST RESPONSIBILITIES. RATHER THE CANDIDATE MUST PROVIDE CONCRETE EXAMPLES, WHICH ILLUSTRATE HOW THEY MEET THE REQUIREMENT. WE RECOMMEND TO USE EACH EXPERIENCE AS A HEADING, AND PROVIDE A DESCRIPTION (1 or 2 paragraphs for each experience) OUTLINING HOW THAT EXPERIENCE IS MET. In cases where you do not possess the experience, please indicate "no experience in this area" under the appropriate heading. There must be a heading for the education and ALL experience criteria (essential and assets). FAILURE TO PROVIDE THIS INFORMATION WILL RESULT IN THE APPLICATION BEING REJECTED FROM THE SELECTION PROCESS.***

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.