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

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment.

If you have been found qualified in CR-04 Administrative Assistant processes 2022-PEN-EA-PAC-172551 or 2023-PEN-IA-PAC-180174, you are required to submit a new application to this job opportunity in order to be considered for this selection process. Please note we will transfer marks from the previous processes, however we will still conduct reference checks.

TERM DEFINITION
Temporary (Full Time) positions can be anywhere from 1 month to 12 months, up to a maximum of 36 months. The positions are typically 8:00 am to 4:00 pm (some flexibility), 37.5hrs per week.

ASSESSMENT
The assessments for this process are: a written self-assessment, an interview and reference checks.

SELF DECLARATION
CSC is committed to creating and maintaining a diverse workforce that is reflective of the communities we serve. We encourage all applicants who identify as a member of a designated employment equity group to self-declare on their application.

WHO CAN SELF-DECLARE
The first group of applicants will be pulled on August 21, 2023 and will focus on candidates who self-declare as persons with disabilities. Applications will be pulled for consideration on a regular basis.

You can self-declare if you are a member of one or more of the four (4) designated employment equity groups: women, Indigenous peoples, persons with disabilities and members of visible minorities, as identified by the Employment Equity Act.

A person with a disability has a long term or recurring physical, mental, sensory, psychiatric or learning impairment and:
• considers themselves to be disadvantaged in employment by reason of that impairment
• believes that an employer or potential employer is likely to consider them to be disadvantaged in employment by reason of that impairment.
This definition also includes persons whose functional limitations owing to their impairment have been accommodated in their current job or workplace. Disabilities include: co-ordination or dexterity (difficulty using hands or arms, for example, grasping or handling a stapler or using a keyboard), mobility (difficulty moving around, for example, from one office to another or up and down stairs), blind or visual impairment (unable to see or difficulty seeing), deaf or hard of hearing (unable to hear or difficulty in hearing), speech impairment (unable to speak or difficulty speaking and being understood), other disability (including learning disabilities, developmental disabilities and all other types of disabilities).

CONFIDENTIALITY
All information provided in the self-declaration questionnaire is protected and will not be shared outside of this process.

Duties

Administrative assistant type positions are an integral part of the day-to-day operations within the Correctional Service of Canada. Depending on the position - one might be supporting health care activities, offender programming, records management, security intelligence, facilities maintenance, or attending to daily business functions for a wide variety of managers, assistant wardens, district directors or wardens. Positions are in various work environments, including federal correctional institutions, community parole offices, regional headquarter facilities and community correctional centres. It's rarely the same day twice with the Correctional Service of Canada.

Work environment

The Correctional Service of Canada (CSC) is the federal government agency responsible for administering sentences of a term of two years or more, as imposed by the courts. CSC is responsible for managing institutions of various security levels and supervising offenders under conditional release in the community.

For further information on the department, work environment, careers at CSC and application process, please visit our website at http://www.csc-scc.gc.ca.

A NON-DISCRIMINATORY WORKPLACE
In Canada, every person has the right to equal treatment in the workplace without discrimination pursuant to the Canadian Charter of Rights and Freedoms and as reflected in the prohibited grounds of discrimination under the Canadian Human Rights Act. The Government of Canada is committed to a work environment that is inclusive, obstacle-free and non-discriminatory. It strives to adopt hiring practices that are non-discriminatory, and to fulfill its duty to accommodate to the point of undue hardship.

Intent of the process

A pool of qualified candidates will be established and used to staff current and future temporary (term) position in the Pacific region.

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)

EXPERIENCE:
Experience in the provision of general administrative support.
Experience in the use of various software programs such as: Excel, Microsoft Word, Outlook, PowerPoint.

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

English essential

Information on language requirements

EDUCATION
A secondary school diploma or a satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma or successful completion of a provincially/territorially approved secondary school equivalency test, or an acceptable combination of education, training and/or experience.

Applicants submitting education credentials from a non-Canadian institution are responsible for obtaining certification that these credentials are the equivalent of the Canadian education level required for the position.

Degree equivalency

PERSONAL SUITABILITY
Effective interpersonal relationships
Reliability
Judgement
Initiative
Integrity

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

EDUCATION
A post-secondary diploma in a related field (such as but not limited to accounting, office automation or administration).

Degree equivalency

EXPERIENCE
Experience working in a health services environment.
Experience working in a correctional environment (federal/provincial/regional treatment centre).
Experience working with Indigenous culture.
Experience preparing meeting minutes, and/or correspondence and/or reports.
Experience working with women offenders.
Experience working in records management (such as but not limited physical and/or electronic).
Experience working in finance and/or in support services related to procurement and acquisition card responsibilities.
Experience providing clerical/administrative support services to management, such as but not limited to monitoring and managing their electronic inbox and managing their calendar.
Experience providing clerical/administrative support services related to correctional programs and/or, case management, and/or security.
Experience using a database and/or software applications for report creation such as but not limited to HRMS, RADAR and OMS.
Completion of Women Centred Training (WCT).

KNOWLEDGE:
Knowledge of administrative and financial procedures.

ABILITIES
Ability to establish and maintain administrative systems and files.
Ability to set priorities.
Ability to control incoming/outgoing correspondence.
Ability to use software programs to produce documents.
Ability to communicate effectively orally.
Ability to communicate effectively in writing.

Selection may be limited to a member of an equity-seeking group to increase representation to support diversity and inclusion and/or to meet business objectives.

Conditions of employment

Reliability or Secret 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

Please ensure that you read ALL points listed below, as this section contains important information about the application process. Failure to read these notes and follow these instructions could result in your application missing required information which may result in your application being eliminated from this staffing process.

a) You are entitled to participate in the staffing process in the official language of your choice.

b) For this staffing process, the CSC will communicate with you by email. You must provide a valid email address to which you wish to receive communication regarding this staffing process. You must ensure that you check your email account including spam, promotion or other folders regularly as there may be a deadline for responses. If you respond past the deadline you risk being removed from the staffing process.

c) Applicants who are screened in to this staffing process will be sent further information by email regarding what to expect during subsequent phases of this staffing process.

d) Depending on the number of applicants, CSC needs and CSC HR plans, volume management strategies such as, but not limited to, top-down approach, cut-off scores, random selection and/or assessment may be used for the purpose of managing applications/candidates.

e) During the application or assessment process both cheating and plagiarism are considered forms of misconduct and are not permitted. Any person found cheating, including those who help others to cheat, may be subject to removal from the staffing process.

f) A copy of your resume will be used to confirm your qualifications during the preselection and at the appointment stage.

g) You will be asked to provide proof of your education credentials later in the staffing process.

h) We may assess the essential and asset qualifications using interviews, written tests (take home assignments or other), references or a combination of these or other assessment methods.

i) All written and verbal communication obtained throughout the staffing process, from the time of application to close of process, may be used to evaluate the candidate.

CITIZENSHIP INFORMATION
In your application, please identify the legal status which entitles you to work in Canada - Canadian citizenship, permanent resident status or work permit. You will be asked to show proof of this status in order to complete the security screening required for employment. Failure to provide this information will eliminate your application from further consideration.

Individuals without Canadian citizenship or permanent resident status will only be considered if all other applicants are determined to be not qualified.

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.