Public Health Agency of Canada
Administrative Assistants play a vital role in ensuring the smooth operation of the Public Health Agency of Canada (PHAC). Administrative assistants at PHAC provide vital support to various departments, contributing to the agency’s public health mission.
With competitive salaries, benefits, and growth opportunities, these roles offer rewarding careers. This guide details job opportunities, salaries, and requirements for administrative assistants at PHAC.
Overview of Administrative Assistant Job Opportunities at PHAC
Administrative assistants at PHAC support teams by performing essential tasks such as managing schedules, handling correspondence, organizing meetings, and maintaining records. These roles are vital for the agency’s efficiency across program management, research, public health, and executive offices.
Common Responsibilities of Administrative Assistants
- Managing office communications (e.g., emails, phone calls, and correspondence)
- Scheduling and coordinating meetings, appointments, and events
- Preparing documents, reports, and presentations for internal and external use
- Managing office supplies and equipment, ensuring smooth daily operations
- Assisting with the organization of workshops, conferences, and training sessions
- Maintaining and organizing records, files, and databases
- Processing invoices, purchase orders, and expense reports
- Supporting project teams with administrative tasks as needed
Administrative assistants at PHAC work closely with public health professionals, managers, and executives to ensure efficient operations within their departments.
Salaries for Administrative Assistants at PHAC
PHAC offers competitive salaries to administrative assistants, with pay determined by the level of experience, job classification, and location. Salaries for administrative assistants in the federal government are generally based on the Administrative Services (AS) classification system.
- Entry-Level Administrative Assistant: CAD 50,000 – CAD 60,000 per year
- Mid-Level Administrative Assistant: CAD 60,000 – CAD 70,000 per year
- Senior Administrative Assistant: CAD 70,000 – CAD 80,000 per year
In addition to base salaries, PHAC employees receive comprehensive benefits, including health insurance, dental care, pension plans, paid leave, and opportunities for career advancement.
Requirements for Administrative Assistant Jobs at PHAC
To work as an administrative assistant at the Public Health Agency of Canada, candidates must meet specific education, experience, and skill requirements. Below are the general qualifications and skills required for these positions.
1. Education
- Minimum Requirement: A high school diploma (Grade 12) is typically the minimum educational requirement for administrative assistant positions.
- Preferred Education: While a high school diploma is the basic requirement, some candidates may benefit from additional education, such as a diploma or certificate in office administration, business administration, or a related field.
2. Work Experience
- Entry-Level Positions: For entry-level administrative roles, 1-2 years of experience in an office environment or administrative support position is usually required. Experience in handling office communications, scheduling, and document preparation is beneficial.
- Mid-Level and Senior Positions: More advanced positions may require 3-5 years of experience, particularly in providing support to senior management or large teams. Experience in managing budgets, coordinating complex schedules, or supporting executive-level staff is often required for senior roles.
3. Skills
- Organizational Skills: Strong organizational skills are essential for managing multiple tasks, handling documents, and keeping offices running smoothly.
- Communication Skills: Excellent written and verbal communication skills are required to interact with colleagues, managers, and external stakeholders. Administrative assistants are often the first point of contact for inquiries, both within the agency and from the public.
- Computer Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. Experience with office management software, databases, and financial systems (e.g., SAP) is often a plus.
- Attention to Detail: Administrative assistants must be detail-oriented, ensuring that records, reports, and documents are accurate and properly maintained.
- Time Management: The ability to prioritize tasks and manage time efficiently is crucial, especially in fast-paced environments.
- Interpersonal Skills: Administrative assistants need strong interpersonal skills to work collaboratively with team members and other departments. Customer service skills are important for roles that involve direct interaction with the public or external stakeholders.
4. Bilingualism
- English and French: Proficiency in both English and French is often a significant asset for administrative roles at PHAC, particularly for positions that involve direct communication with the public or internal departments that serve Francophone communities. In some cases, bilingualism may be a requirement.
How to Apply for Administrative Assistant Jobs at PHAC
Applying for administrative assistant roles at PHAC follows the standard federal government hiring process. Here are the steps involved:
1. Search for Job Openings
Job openings at PHAC are listed on the Government of Canada’s Job Bank or the Public Service Commission of Canada website. You can filter job postings by category, such as administrative services or clerical support, and look for roles specific to PHAC. Job Bank Canada | Public Service Commission of Canada
2. Review Job Descriptions
Carefully read the job descriptions to ensure you meet the education, experience, and skill requirements. Pay attention to specific qualifications, such as bilingualism or experience with office software, and note the application deadlines.
3. Prepare Your Application
- Resume: Tailor your resume to highlight relevant administrative experience, education, and skills. Be sure to showcase your organizational and communication skills, as well as any experience managing schedules, documents, or office operations.
- Cover Letter: Write a clear and concise cover letter explaining why you’re interested in the role and how your skills and experience make you a strong candidate for the position.
- Supporting Documents: You may be required to submit additional documents, such as references, certifications, or academic transcripts. Be sure to include all necessary materials when applying.
4. Submit Your Application
Most applications are submitted online through the Public Service Commission’s job application portal. Follow the instructions in the job listing to upload your resume, cover letter, and any supporting documents.
Interview Process for Administrative Assistants at PHAC
If your application is shortlisted, you will be invited to an interview. Here’s what to expect during the interview process:
- Skills Assessment: Some roles may require a skills assessment to evaluate your proficiency in office software, typing speed, or organizational abilities.
- Behavioral Questions: You’ll likely be asked questions about how you handle tasks like scheduling, managing deadlines, and communicating with team members. Be prepared to provide examples of your problem-solving skills and your ability to multitask.
- Technical Knowledge: You may be asked about your familiarity with office management software, databases, or financial systems used in government settings.
- Bilingualism Test: If bilingualism is required, you may need to undergo a language proficiency test in both English and French.
Benefits of Working as an Administrative Assistant at PHAC
Working as an administrative assistant at PHAC offers numerous benefits, including:
- Job Security: PHAC, as part of the federal government, offers strong job security and long-term career opportunities.
- Comprehensive Benefits: Employees receive health and dental insurance, pension plans, paid vacation, and sick leave.
- Professional Development: PHAC supports ongoing learning and career growth through training programs, workshops, and courses.
- Work-Life Balance: Administrative assistants benefit from flexible working hours, paid leave, and the possibility of remote or hybrid work arrangements.
Final Thoughts & Mode of Application
A career as an administrative assistant at PHAC offers a rewarding opportunity to support public health efforts, with competitive salaries, job security, and growth opportunities. By meeting the requirements and applying through the government’s job portal, you can start a fulfilling public service career.