Collective Staffing, Executive Assistant / 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

Health Canada (HC) and the Public Health Agency of Canada (PHAC) are committed to increasing representation of Black employees and other racialized groups, Indigenous People, women and persons with disabilities. HC and PHAC would like its workforce to be reflective of the population it serves. Therefore, we encourage candidates to indicate voluntarily on their application if they are a member of one of these groups.

Give yourself the best chance to succeed! Contact us if you need assistance in completing and submitting your application. If you are invited to an exam or interview, we will provide you with additional information on the assessment format so that you can determine if you may require an accommodation (such as a different test format, an adaptive technology, or additional time). Assessment accommodations are designed to remove the obstacles without altering the criteria being assessed so candidates with functional limitations can fully demonstrate their abilities.

HC and PHAC welcome applications from Veterans. We recognize your contribution to Canadians and would like to offer you the opportunity to continue your career in an environment where multi- talented employees with diverse skills are appreciated and supported.

EVERYONE IS WELCOME
HC and PHAC are dedicated to building an inclusive workforce that comprises individuals who have an array of identities, abilities, background, culture, skills, perspectives, and experiences that are representative of Canada's current and evolving population. We are passionate about fostering a workplace where all people feel welcome, can reach their full potential, and contribute their unique perspectives and experience to the success of the team.

BRING YOUR WHOLE SELF TO WORK
We encourage all qualified candidates to apply, regardless of race, colour, religion, sex (including gender identity and/or expression), national origin, sexual orientation, civil union or relationship status, disability, age, parental status, military service, or other status protected under federal law.

Duties

In an Executive Assistant or Administrative Officer position at HC or PHAC, you may:

• Manage a Director’s agenda, answer general inquiries and redirect requests based on subject and urgency;
• Track requests and the status of outstanding issues;
• Coordinate the provision of administrative services for general office management;
• Coordinate and prepare correspondence related to financial, administrative, human resources and contract information and requirements;
• Provide financial administrative support for the Budget Management Cycle;
• Input financial data, invoices and cost recoveries, reconciliations of data between various systems, reports and accounting records;
• Participate in committees and work groups; and
• 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 is among Canada’s Top 100 Employers for 2022 in addition to being recognized as Top employer for Young People since 2015 and as Best Diversity Employer since 2010! 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

This process will be used to create a pool of qualified candidates that may be used to staff similar positions at a similar or equivalent group and level with various languages proficiencies (Bilingual Imperative BBB/BBB, Bilingual Imperative CBC/CBC, Bilingual Imperative CCC/CCC,), various security profiles and various tenures using various staffing activities for positions within Health Canada and Public Health Agency of Canada.

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)

EDUCATION

• A secondary school diploma

Degree equivalency

EXPERIENCE

• At least two (2) years of full-time experience in providing administrative support* services.
• Experience in the review, coordination and tracking of deliverables, files, records, or correspondence.
• Experience researching, analyzing, and communicating information to clients, staff, or management.

*Administrative support is defined as: managing management agendas; scheduling and organizing meetings/teleconferences; inputting, maintaining and extracting administrative, human resources and/or financial data; procuring office equipment and supplies; maintaining a filing system or other related duties.

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

Bilingual - Imperative (BBB/BBB)
At a minimum, the required second-language proficiency will be at the intermediate (BBB/BBB) level though some positions may require advanced proficiency (CBC/CBC, CCC/ CCC).

Information on language requirements

COMPETENCIES

• Attention to detail
• Thinking Things Through
• Demonstrating Integrity and Respect (including Respectful of Diversity)
• Showing initiative and being action-oriented.
• Working effectively with Others
• Client Service Orientation
• Communications (Written and Oral)

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

ASSET EXPERIENCE

Candidates MAY also be required to meet ONE OR MORE of the following experience factors, depending on the requirements of the specific position being staffed. The following criteria could be deemed as essential or asset, depending on the needs of the position.

• Experience providing administrative support services in an executive’s office including but not limited to managing an executive’s calendar, organizing meetings/events, and coordinating and preparing meeting material.
• Experience planning and organizing work related travel arrangements or processing travel claims.
• Experience in financial reporting or in coordinating and tracking a budget, expenditures, invoices or financial contracts.
• Experience using advanced functions in Microsoft Excel such as pivot tables and advanced formulas.
• Experience working in an information management services environment.
• Experience working in the field of human resources.
• Experience working in a compensation or payroll environment.
• Experience working in a real property or facilities management services environment.
• Experience working in a security operations environment.
• Experience in processing Access to Information and Privacy (ATIP) requests.

Conditions of employment

Reliability Status security clearance - Some positions may require a Secret or Top 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

ASSESSMENTS

Candidates must meet all the essential criteria in order to be appointed. However, applicants may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed.

A variety of assessment tools may be used in the assessment of candidates, such as: written test, self-assessment, situational exercise, oral interview and/or reference checks. Note that assessment tools will be administered electronically and virtually.

Please note that asset qualifications and/or a top-down approach may be used at any stage of the assessment process to identify which applications will be given further consideration.

What is a top-down selection? It is where only the top scoring candidates will be invited to the next stage of the assessment. Please note that different pass marks and cut-off scores can be used at various stages of the assessment process. Candidates who attain the pass mark might not be further considered in the process if they do not achieve the cut-off score.

At the time of assessment, proof of education will be required. 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 select 'Degree Equivalency' in the 'Education' section.

BILINGUAL POSITIONS

As part of this selection process, candidates who do not have valid results will be invited to complete Second Language Evaluations to confirm that they meet the bilingual linguistic requirements. Please note, the Reading Comprehension test and the Written Expression test will be completed via the Public Commission of Canada’s Candidate Assessment Tool (CAT). For more information about CAT, please visit https://www.canada.ca/en/public-service-commission/services/second-language-testing-public-service/candidate-assessment-tool.html

If you have undertaken Second Language Evaluation by the PSC, you can obtain a copy of the SLE results, by requesting it at the following website: http://www.psc-cfp.gc.ca/ppc-cpp/test-examen-result/result-eng.htm

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.