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Job Ref:
4321

Job Title:
Receptionist / Administrative Assistant

Salary:
AUD 66,937

Vacancy type:
Indeterminate

Term Details:
This position is a LES (Locally Engaged Staff) Anticipatory-staffing, subject to the Terms and Conditions of Employment for LES in the High Commission of Canada in Australia Department: Common Services

Level:
Assistant

Classification:
LE05

Location:
High Commission of Canada in Australia

Closing date for applications:
27-01-2021 at 23:59 UTC/GMT

Summary of position:
Under the supervision of the Personnel Administrator, the incumbent supports all programs of the High Commission of Canada by
- Providing receptionist services
- Providing administrative support for the mission’s consular and common services programs
- Managing incoming calls to the Mission on behalf of all programs, providing general information to visitors and controls physical access to the Chancery.
- Researching, compiling, inputting and maintaining data in departmental electronic systems
- Collecting, scanning, reviewing and uploading received documentation into Departmental integrated automated financial and consular systems.
- Coordinating meetings, events, schedules and assisting with travel plans when required.
- Carrying out interpretation or translation of texts in both official languages of Canada, according to the instructions of the supervisor.


Essential qualifications:
Essential Qualifications:
Candidates will initially be screened against the Essential Qualifications relating to education, experience and language. Candidates must clearly demonstrate in their cover letter and CV how they meet each of these essential qualifications.

Education:
• Successful completion of post-secondary diploma (TAFE) or an acceptable combination of education, training and work experience related to the position duties.

Language:
• Fluency in English (both oral and written).
• Ability to speak French fluently and to read and write at an intermediate level is required. Please indicate your level of knowledge of each language in your application.

Experience:
• Experience providing receptionist/front-line customer service/client service in an office setting, responding to inquiries from the public;
• Demonstrated experience providing administrative support services to a diverse work team;
• Experience researching information from a wide variety of sources and preparing briefing notes;
• Experience in establishing and maintaining relationships with various stakeholders; (internal and external) to the organization.

Rated Requirements:
The Rated Requirements relating to knowledge, abilities and competencies will also be assessed. Methods of assessment may include, but are not limited to, a written examination, an oral interview, role-play, practical tests, presentations and/or psychometric assessment.

Knowledge:
• Knowledge of administrative management practices, processes and procedures;
• Knowledge of techniques to enter, extract and validate data to report, track, make corrections and adjustments.

Abilities / skills:
• Strong computer skills in Microsoft Office Suite and internet research skills.
• Focussed on quality and details;
• Ability to identity and solve problems;
• Provide excellent client service in person, by telephone or electronically;
• Strong organizational skills and ability to work independently while handling a variety of tasks simultaneously;
• Properly assess situations that involve a security or safety issue.

Competencies:
• Strong interpersonal skills, able to work effectively in a team environment;
• Adaptability;
• Discretion: good judgement and sensitivity to issues;
• Confidentiality (ability to keep sensitive information on a need-to-know basis);
• Initiative;
• Dependability; and
• Positive attitude/empathy;


Asset Qualifications:
Asset Qualification:
Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications in their cover letter and CV.
• Experience in a Government or Public Sector environment;
• Knowledge of the operations of a Canadian mission abroad.


Organizational Needs:
n/a

Operational Requirements:
Operational Requirements:
• Working hours are Monday to Friday, 37.5 hours per week – 8:30 to 16:30
• Must be available for occasional duties outside normal working hours (i.e., evenings and weekends), sometimes on short notice


Condition(s) of Employment:
Conditions of Employment (must be met):
The successful candidate must:
• Able to obtain and retain a Government of Canada Reliability Status which includes a criminal background check. This clearance is a requirement prior to appointment from the Government of Canada. This involves, among other things, Australian Federal Police checks, credit checks, and validation of qualifications. The required level of security clearance must be maintained throughout the employment period.
• Only Australian citizens, permanent residents or those holding a valid visa permitting them to work unrestricted in Australia will be eligible to apply. The High Commission of Canada in Australia is unable to provide employment sponsorship.



Area of selection:
This position is open to external candidates and to employees (indeterminate, term or emergency) in the High Commission of Canada in Australia as well as spouses/dependents of Canada-based staff and of active Government of Canada employees who meet all of the conditions of employment and essential requirements stated below, and whose applications are received by the closing date and time. The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada’s missions abroad are committed to promoting and supporting an environment free from harassment and discrimination, as well as encouraging and supporting employees to learn and develop their skills and competencies.

Important Notes:
How to apply:

• Applications must be submitted through this website by 23:59 (GMT+11) on 27 January 2021, Canberra time
• Only applications received through the aforementioned website before the closing date will be accepted
• Applicants should send a résumé and covering letter which addresses each of the essential qualifications and any assets qualifications with specific and comprehensive information supporting each item.
• If you are not an Australian citizen or permanent resident, please include your VEVO/Visa Grant Notice with your application.
• Communication for this process will be sent via email. It is the responsibility of the candidates to ensure accurate contact information is provided and updated as required.
• We thank all applicants for their interest, but we will only contact those who pass the initial screening.
Other Information:

• Please note that the Government of Canada does not reimburse any travel costs to and from interview nor does it reimburse any relocation costs.
• Applicants who fail to confirm their attendance at our written exam and/or interview will be considered withdrawn from the process.
• Applicants are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language (English or French) in their application.
• If candidates need any special assistance in terms of attending exams or interviews, then please let us know at LES-E-Recruitment-MANIL@international.gc.ca during the application process.
• This competitive staffing process may be used to create an eligibility list of qualified candidates for this position and/or similar positions with various tenures, including indeterminate and term at the High Commission of Canada in Australia which may arise in the 24 months following the completion of this recruitment process. If the selected candidate is already an active Locally-Engaged Staff (LES) employee, the eligibility list may also be used for assignments or acting appointments. When you submit your application, you must specify at least one type of employment tenure for which you are interested in being considered (e.g., indeterminate only) so that we may create applicable eligibility lists.




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