Administrative Support Services

Job title: Administrative Support Services

Job description: Priority will be given to the following designated employment equity groups: women, Indigenous peoples* (First Nations, Inuit and Métis), persons with disabilities and racialized persons*.

• The Employment Equity Act, which is under review, uses the terminology Aboriginal peoples and visible minorities.

Candidates are asked to self-declare when applying to this hiring process.

City: Within a National Research Council Office across Canada

Organizational Unit: NRC Research Centres, Corporate Services or IRAP

Classification: AD-3 and AD-4

Tenure: Term and Continuing

Language Requirements: Bilingual imperative BBB/BBB or CBC/CBC

Work Arrangements: Due to the nature of the work and operational requirements, this position will require some physical presence at the NRC work location identified, in the form of a hybrid work arrangement (a combination of working onsite and offsite)

Note: This is an anticipatory staffing process intended to create a pool of qualified candidates and to staff various positions as vacancies arise.

Your Opportunity

Great Minds. One Goal. Canada’s Success.

Help bring research to life and drive your career forward with the National Research Council of Canada (NRC), Canada’s largest research and technology organization.

The intent of this selection process is to create a pool of qualified candidates at the following classifications and to staff various positions as vacancies arise:

• AD-3 Administrative Assistant in a variety of environments; or
• AD-4 Administrative Assistant to the Director General.

We are looking for individuals that thrive in a fast-paced environment, are well organized, are detail-oriented, who enjoy working collaboratively as part of team or who can deliver excellent client service to internal clients and the general public. The successful candidates will share our core values of Integrity, Excellence, Respect and Creativity.

The qualified candidates may be selected to fill a position within one of our , in a corporate service branch (such as Finance, Information and Technology, Library Services) or in our Industrial Research Assistance Program (IRAP) offices.

If you want to be part of a team that helps support research environments working to better Canadian lives, then submit your candidacy to join and contribute to our team!

Screening Criteria

Applicants must demonstrate within the answers to the pre-screening questions and the content of their application that they meet the following screening criteria in order to be given further consideration as candidates:

Education

Successful completion of secondary school according to provincial standards.

A relevant postsecondary education would be considered an asset.

For information on certificates and diplomas issued abroad, please see

Experience

For AD-3 classification:

• Experience providing administrative support services, such as:

• Managing incoming emails for their supervisor and/or their team;
• Making arrangements for meetings, events and/or seminars such as scheduling, booking rooms, planning for hospitality and setting up audio-visual equipment and software;
• Drafting and proofreading notes, memos, letters, and written materials;
• Coordinating travel arrangements for various staff members;
• Coordinating the accuracy and timely management of time records for various staff members;
• Providing training on administrative procedures;
• Making data entry in a variety of operational business, financial and/or other databases, or;
• Process procurement requests for office supplies, equipment and/or services.
• Recent* experience working with Microsoft (MS) Office Suite products, specifically MS Word, MS Excel, MS PowerPoint and MS Outlook.

For AD-4 classification:

• Experience providing administrative support services at a senior executive level, including:

• Managing incoming emails and daily calendar for their supervisor;
• Making arrangements for meetings, events and/or seminars such as scheduling, booking rooms, planning for hospitality and setting up audio-visual equipment and software;
• Drafting and proofreading notes, memos, letters, and written materials;
• Coordinating travel arrangements for their supervisor and/or their team;
• Making data entry in a variety of operational business, financial and/or other databases.
• Significant** and recent* experience working with Microsoft (MS) Office Suite products, specifically MS Word, MS Excel, MS PowerPoint and MS Outlook.

*Recent experience is defined as within the last five (5) years.
**Significant experience is defined as at least two (2) years of experience.

Condition of Employment

Reliability Status

Language Requirements

Bilingual imperative BBB/BBB or CBC/CBC

Assessment Criteria

Candidates will be assessed on the basis of the following criteria:

Technical Competencies

For all classifications:

1. Knowledge of Microsoft (MS) Office Suite products, specifically MS Word, MS Excel, MS PowerPoint and MS Outlook.
2. Ability to demonstrate accuracy and attention to detail.
3. Ability to compose, proofread and edit documents and correspondence.
4. Ability to provide information, explain processes and respond to routine enquiries regarding administrative procedures.

For AD-3 classification only:

5. Knowledge of general administrative practices and procedures.
6. Ability to manage multiple competing priorities on a daily basis.

For AD-4 classification only:

5. Solid knowledge of general administrative practices and procedures.
6. Ability to multi-task, manage and prioritize time and competing priorities while working under strict time constraints.
7. Ability to demonstrate discretion, tact and sound judgement, especially when reviewing sensitive or confidential information and determining the appropriate course of action.

Behavioural Competencies

For AD-3 classification:

• Management services – Client focus (Level 1)
• Management services – Communication (Level 1)
• Management services – Conceptual and analytical ability (Level 1)
• Management services – Results orientation (Level 1)
• Management services – Teamwork (Level 1)

For AD-4 classification:

• Management services – Client focus (Level 2)
• Management services – Communication (Level 2)
• Management services – Conceptual and analytical ability (Level 2)
• Management services – Results orientation (Level 2)
• Management services – Teamwork (Level 2)

Competency Profile(s)

For these positions, the NRC will evaluate candidates using the following competency profile:

Relocation

Relocation assistance will be determined in accordance with the NRC’s directives.

Compensation

Salaries under review.

For AD-3 classification: From $43,897 to $58,205 per annum.
For AD-4 classification: From $51,653 to $65,684 per annum.

In addition, the incumbent who meets the language requirements will receive the Bilingualism Bonus of $800 per year.

NRC employees enjoy a wide-range of including comprehensive health and dental plans, pension and insurance plans, vacation and other leave entitlements.

How to apply

You will be required to answer screening questions to demonstrate how you meet the screening criteria and to identify your experience in administrative support services from your previous positions.

Clearly specify, for each administrative support service, the following information:

1. Name of the organization where the service was provided;
2. Title and duration of the position occupied;
3. Specific details of tasks or projects demonstrating how the service was provided.

Plan to take 10 to 15 minutes to complete this section of the application. The information you submit will determine which classification(s) will be considered for your candidacy. Should your responses to the screening questions contain insufficient details to demonstrate that you meet the screening criteria, we may be unable to give it further consideration. Candidates will not be solicited for incomplete or possible missing information.

The NRC Advantage

The National Research Council of Canada (NRC) is the Government of Canada’s largest research organization supporting industrial innovation, the advancement of knowledge and technology development. We collaborate with over 70 colleges, universities and hospitals annually, work with 800 companies on their projects, and provide advice or funding to over 8000 Small and Medium-sized Enterprises (SMEs) each year.

We bring together the brightest minds to deliver tangible impacts on the lives of Canadians and people around the world. And now, we want to partner with you. Let your expertise and inspirations make an impact by joining the NRC.

At the NRC Employee wellness matters. We offer flexible work schedules as well as part-time work to help employees maintain work-life balance. We are one of the few federal organizations that close our offices during the December holiday season. We offer professional learning and development opportunities such as conferences, workshops, and a suite of mentorship, award and recognition programs. Diversity enables creativity and innovation. Fostering a diverse, inclusive, welcoming and supportive workplace is important to us, and contributes to a more inclusive Canadian innovation system. We welcome all qualified applicants and encourage you to complete the employment equity self-declaration questions during the job application process. Please let us know of any accommodation measures required to help you to be assessed in a fair and equitable manner. Please note that the information you provide will be treated confidentially.

Help us solve problems for Canada. Grow your career with us today!

Notes

• A pre-qualified list may be established for similar positions for a one year period.
• Second language evaluations will be done as part of our process. Candidates who have Second Language Evaluation (SLE) test results with the Public Service Commission or other GOC agencies should include these results with their application.
• This process is open to Canadian Citizens, Permanent Residents of Canada and individuals with an open working permit.
• Members of an Indigenous group living in the United States will be considered as the same employable status as Canadian Citizens and Permanent Residents. Please let us know if you fall into this category.
• The incumbent must adhere to safe workplace practices at all times.
• We thank all those who apply, however only those selected for further consideration will be contacted.

Please direct your questions, with the requisition number (20180) to:

E-mail:

Telephone: 514-206-9802

Closing Date: 18 December 2023 – 11:59 Eastern Time

For more information on career tools and other resources, check out

*If you are currently a term or continuing employee at NRC, please apply through the SuccessFactors Careers module from your NRC computer.

Date modified: This page is updated continuously.

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