Start your Administrative Career with the National Microbiology Laboratory

Important messages

The Public Health Agency of Canada's National Microbiology Laboratory (NML) is in a period of growth and requires top talent to support a variety of scientific program areas.

When you apply to this selection process, you are not applying for a specific job, but to an inventory process that is evergreen and used to fill current and future vacancies. Applicants included in the inventory may be pulled for review and could be referred for one or more opportunities based on screening criteria and needs of the position(s) to be staffed. As positions become available, applicants who meet the required qualifications may be contacted for further assessment.

The Public Health Agency of Canada's National Microbiology Laboratory (NML) is in a period of growth and requires top talent to support a variety of scientific program areas.

When you apply to this selection process, you are not applying for a specific job, but to an inventory process that is evergreen and used to fill current and future vacancies. Applicants included in the inventory may be pulled for review and could be referred for one or more opportunities based on screening criteria and needs of the position(s) to be staffed. As positions become available, applicants who meet the required qualifications may be contacted for further assessment.

The application process is streamlined. You only need to upload your resume and complete a few screening questions for common essential and asset criteria. The remaining education and experience criteria only requires a yes/no response at this time. Your responses will allow us to better narrow our search for specific positions across the NML. At the same time, it allows you to apply for a wide-range of positions simultaneously and therefore, it is important to answer the screening questions honestly to better your chances of successfully being matched with meaningful positions. The system allows you to refresh your responses on a continued basis as your circumstances change or progress. The breadth and depth of experience may be considered during screening, assessment and/or selection of candidates. You must provide examples and details of how you meet each experience requirement, including when, where, and how you obtained the experience.

Work environment

The Public Health Agency of Canada's National Microbiology Laboratory (NML) provides scientific expertise and laboratory capacity for infectious disease monitoring, detection, investigation and outbreak response to support national and international public health action. Our laboratories lead the development and application of cutting edge tools to support innovation in infectious disease diagnostics, lab-based surveillance and applied and basic research on a range of pathogens with public health significance. NML strives to be the employer of choice for Canadian and international scientific and non-scientific staff. Our employees contribute leadership, ingenuity, expertise and innovation to safeguard the health of Canadians and the global community.

Intent of the process

This process is intended to create and maintain an inventory of candidates to fill a variety of positions across the National Microbiology Laboratory (NML). 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 for various tenures (indeterminate, acting appointments, assignment, deployment, specified period, secondment).

Applicants may be referred for one or more opportunities through call-outs sent directly through this inventory if they meet the needs of the position identified for staffing. Only those candidates referred will be contacted. Given that your application may be accessed at any point, we recommend submitting your application as soon as possible and responding to call-outs that match your experience and interest as they arise.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

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

ESSENTIAL EDUCATION:
• A secondary school diploma or employer-approved alternatives (see Note 1).

Notes:
The employer-approved alternatives to a secondary school diploma are: A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or an acceptable combination of education, training and/or experience.

Degree equivalency

ESSENTIAL EXPERIENCE

Essential Experience Common to all positions:
• E1. Experience in using and working with Microsoft software products (Word/Excel/Teams)
• E2. Experience in providing general administrative support such as but not limited to coordination, processing incoming documents, mail, scanning and copying documentation.
• E3. Experience in gathering and updating information from various sources.

Essential Experience for AS-02 candidates only:
• E4. Experience providing administrative services in at least two of the following areas:
     - Coordinating and quality control on briefing material or correspondence
     - Coordinating and managing a senior manager's emails and calendar
     - Coordinating logistics for meetings, events, and teleconferences
     - Making travel arrangements and processing travel claims
     - Undertaking procurement or contracting activities
• E5. Experience in maintaining an electronic tracking system, monitoring the progress of tracked activities, and following up on outstanding actions/deliverables.
• E6. Experience liaising with external/internal stakeholders or clients, including proofreading and editing correspondence.

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

IMPORTANT:
Depending on the position being staffed, any of the asset qualifications may also be deemed as an essential qualification and only candidates and persons who possess those qualifications will be considered for that specific vacancy. Please indicate if you posses any of the asset criteria in your application.

ASSET or ESSENTIAL EDUCATION (depending on the needs of the position):
• Successful completion of a post secondary program with specialization in accounting, finance, business administration, office administration, commerce, economics.

ASSET or ESSENTIAL EXPERIENCE (depending on the needs of the position):
• AE1. Experience coordinating executive correspondence (including briefing notes, memoranda, ministerial action requests, media lines, letters, webmails, ATIPS.)
• AE2. Experience in data management from a variety of sources such as SAP, PeopleSoft, Excel, Access.
• AE3. Experience preparing and coordinating travel arrangements and claims using the Shared Travel Services portal (STS) or another system.
• AE4. Experience liaising with Internal or External clients in an office environment.
• AE5. Experience in providing financial, contractual and/or administrative services.
• AE6. Experience in coordinating Staffing and classification actions on behalf of clients.
• AE7. Experience working in MECS.
• AE8. Experience working in a senior management office.
• AE9. Experience liaising with senior management and their offices.
• AE10. Experience working in SAP or another financial system.
• AE11. Experience in coordinating and preparing budget related documentation.
• AE12. Experience utilizing project management tools.

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

Various language requirements
English essential
French essential
Bilingual imperative BBB/BBB, CBC/CBC, CCC/CCC

Information on language requirements

ESSENTIAL COMPETENCIES (Common to all positions):
• Communication (oral)
• Communication (writing)
• Demonstrating Integrity and Respect
• Showing initiative and being action-oriented
• Working Effectively with Others
• Thinking things through

ESSENTIAL ABILITIES (for AS-02 candidates only):
• Ability to maintain an effective Bring Forward (BF) system.
• Ability to plan, organize, and prioritize activities in a high-pressure work environment.

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

ASSET KNOWLEDGE (depending on the needs of the position):
• Knowledge of Federal Government and Departmental policies, directives, and procedures pertaining to administrative, financial and/or contractual management.

ASSET ABILITIES (depending on the needs of the position):
• Ability to plan, organize, and prioritize activities in a high-pressure work environment.
• Ability to maintain an effective Bring Forward (BF) system.

OPERATIONAL REQUIREMENTS:
Depending on the needs of the position one or more may be required:
• Willingness to work overtime on occasion.
• Willingness to adjust working hours on occasion.

Conditions of employment

Secret or Reliability security clearance (depending on the position)

Successful candidates must meet and maintain all terms and conditions of employment for the duration of their employment. The terms and conditions of employment and operational requirements may vary (other conditions or needs may be added or removed) according to the position being staffed.

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 Public Health Agency of Canada is committed to Employment Equity. In order to ensure a diversified workforce, preference may be given to candidates self-identifying as belonging to one or more of the following Employment Equity groups: aboriginal peoples, persons with disabilities and members of visible minority groups provided the candidate meets all essential qualifications listed on the job opportunity notice and any applicable asset qualification(s).

// Information about Applying to Inventories //

■ The inventory will be updated every 120 days. You will receive periodic system-generated e-mails advising that your application will expire in a certain number of days, and asking you to log in to your GC Jobs account to resubmit your application. It is important that you monitor your e-mail and resubmit your application when prompted, or your application will be removed from the inventory. This ensures that the information that is provided to hiring managers is current and up-to-date, as well as ensuring that the candidates in the inventory are still interested in employment. You can click on the link in the e-mail to access your account, and you will have a message informing you that your application is set to expire. Click on “Update My Inventory Status” to resubmit your application.

// Are you ready to apply? //

■ To apply for any position, you need to first create a profile in the Public Service Resourcing System (PSRS), which should only take about 10 minutes. Then, after ensuring you meet the position requirements, scroll to the bottom of the poster and click on "Apply online."

■ Work your way through the list of requirements, completing each section and saving as you go. Before submitting your application, please ensure that there are green check marks on every single category before submitting your application.

■ If there are any red Xs on the categories, please click into that category and ensure that everything has been filled out. Screening questions have been built into the application process and occasionally an applicant may miss a field on the Screening Questions page. Please thoroughly review to ensure that you have responded to each question, including all the "Yes / No " questions.

■ PSRS will automatically disconnect candidates without warning after 60 minutes if there is no activity. You need to save or move to a new screen to maintain your connection. Typing information without saving does not prevent you from being disconnected. Applicants may find it helpful to first use a word processing software to complete their responses using concrete and detailed examples, then copy and paste the responses into PSRS afterwards.

■ If you have further questions on how to apply or experience technical difficulties with your application, please visit the following website: http://www.cfp-psc.gc.ca/contact-jobs/index-eng.php

■ We will only accept on-line applications received via the Public Service Jobs site. Persons with disabilities or residing in locations that prevent them from applying on-line are asked to contact 1-800-645-5605.

// Updating your Application //

■ You can choose to update your application when you resubmit it to the inventory, or anytime that something changes that will impact your application. For example, if you gain more experience in an area that is related to the qualifications outlined in the inventory, it would be beneficial to update your application to reflect this. Since hiring managers screen applications based on the information you provided in the screening questions, it is recommended that you include experience gained after you initially submitted your application to ensure they have all of the relevant information. This also applies to changes in your education level, locations or positions you are interested in, or any of the answers you provided to the screening questions.

To update your information you need to log into your GC Jobs account and retrieve your application. Your application will revert to In Progress, and allow you to make the necessary changes. You must resubmit your application to have it included in the inventory. If you do not wish to remain in the inventory you can delete your application at this stage.


// Screening //

■ Screening criteria is established to determine which candidates will qualify for further consideration and assessment. During the screening stage, the screening board will review your application to determine if you meet the essential education and essential experiences. However, some managers may opt to use asset education and asset experiences as well. This is why it is essential to provide concrete examples.

■ If you are a candidate that has been “screened-in,” this means that you may undergo further assessment to determine if you meet the other essential and/or asset criteria (i.e. knowledge, abilities, competencies, etc.).

// Assessment //

■ Managers can use a combination of assessment methods they deem relevant. Some common assessment methods are written exams, interviews, and reference checks. However, managers have the flexibility to use role-play, simulations, and performance / talent management considerations as part of their assessment.

■ When candidates are invited to the assessment stage, they will be notified of the qualifications being assessed and the assessment method (interview, written take home test, etc.). To help you prepare for assessment, you should think about examples that will best highlight how you meet the qualifications being assessed. During the assessment, use the “STAR” method to best explain your example. STAR stands for the following:

▪ Situation: Think of a situation in which you are/were involved.
▪ Task: Describe the tasks involved in the situation.
▪ Action: Specify what actions you took to achieve your results.
▪ Results: What results followed due to your actions? List them and describe each one briefly.

■ Each board will have specific criteria to assess and each pull from the inventory may be treated separately, therefore if you are referred for more than one opportunity you may be re-assessed on the same criteria.

■ Based on the hiring division’s needs, additional essential qualifications, asset qualifications, organizational needs, operational requirements and/or conditions of employment may be identified and applied during the assessment and/or selection of candidates.

■ In assessing candidates, assessment boards may use a variety of tools and methods including, but not limited to, reviews of past performance and accomplishments, written tests, interviews, simulations, PSC tests, reference checks, board member knowledge etc. In addition, all information obtained throughout the selection process, from the time of application to close of process, may be used to evaluate the candidates.

■ Candidates must meet the essential qualifications to be appointed to a position.

■ Depending on the number of applicants, needs and/or plans, volume management strategies such as, but not limited to, top-down approach, cut-off scores, asset selection, random selection and/or assessment may be used for the purpose of managing applications/candidates and/or determining which candidates will continue in the staffing process. Should a volume management strategy be used, communication regarding the application of the strategy will be provided to those candidates who are impacted.

■ 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.

■ Appointment decisions may be based on one or more of the following criteria:
- Matching of the individual's experience or qualifications to the strengths and weaknesses of the work team.
- Matching of the individual's experience or qualifications to the specific duties of the position being staffed.
- Depth, breadth, type of work-specific experience.
- Level/degree of one or more competencies/qualifications.
- The organizational need of restructuring/budgetary constraints

■ Candidates from outside the federal public service may be required to pay for travel and relocation costs associated with this selection process.

■ Proof of education will be required. 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.
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// Important Notes //

▪ Acknowledgment of receipt of applications will not be sent.

▪ Candidates will be contacted by email and it is imperative that you provide a current email address that accepts e-mail from unknown users (some email systems block these types of email). It is also the candidate's responsibility to ensure accurate information is provided and updated as required.

▪ Candidates are strongly encouraged to check their email on a regular basis. It is your entire responsibility to inform us at all times of any changes regarding your contact information.

▪ All information obtained throughout the selection process, from the time of application to close of process, may be used to evaluate the candidates.

▪ Proof of citizenship or permanent residency will be requested if you are considered for a position.

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.