Victim Services Administrative Assistant

Competition # : 43722

Department: Justice

Location: HALIFAX

Type of Employment: Term

Union Status: Exclusion - Non Union - NSPG

Closing Date: 28-Aug-24 (Applications are accepted until 11:59 PM Atlantic Time)

The Maintenance Enforcement and Victim Services Division of the Department of Justice helps facilitate court ordered child and spousal support and offers a range of services to assist victims of crime.

Within Victim Services we promote victims' rights and interests and advise government on issues relating to victims of crime; and work with justice partners and the community to develop policies and programs that address the needs of crime victims. We can help provide the victim, spouse, or relative, with information, support and assistance as their case moves through the criminal justice system. When criminal charges are laid, victims and family members can contact us directly for help. We provide a range of services including the following programs: Provincial Victim Services Program, Child Victim/Witness Program, Criminal Injuries Counselling Program, Victim Impact Statement Program, Restitution Program, and the Sexual Offense Legal Representation Program.

For more information on the Department of Justice Victim Services please visit our website:

Reporting to the Director, you are responsible for assisting in the delivery of services to victim of crime by providing a broad range of secretarial/administrative functions in a fast-paced environment to Provincial Victim Services and the Director. In addition, you may be called on to provide administrative support to Head Office including the Managers of Special Initiatives and Policy and Compliance as well as Restitution, Criminal Injuries Counselling, Independent Legal Advice and OHS Workplace Fatality Programs.

The office will depend on your ability to work in a fast-paced environment as well as the ability to be organized and prioritize tasks.

• Assesses and assigns priority to mail and e-mail, redirecting and/or answering as appropriate. Identifies urgent items for the attention of the Director or others. Develops and prepares professional presentations, correspondence and reports on behalf of the Director.
• Coordinates and controls the Director's electronic calendar. Coordinates/arranges meetings and travel accommodations. Prepares agendas, and accurate minutes/notes, ensuring senior leadership decisions are recorded. Identifies urgent items for the attention of the Director.
• Supports the routine day-to-day operational management of the office of the division by serving as a resource for the Director and staff. Contributes to the development of administrative process improvements/standards to meet the division/department standards. Provides project tracking to divisional initiatives.
• Preparing statistics on a spreadsheet; code blocking invoices for signature and payment for the head office programs.
• Booking new and recurring meetings (in person and virtual); opening, preparing, and distributing mail
• Maintaining an electronic filing system; ordering office supplies; ordering print material
• Preparing quotations for off site training events; taking minutes for meetings
• Supporting the Director and Managers in hiring processes
• Maintains filing and retrieval systems, keeping manuals and reference materials current.
• May update information for the division including the website, business plan, accountability framework, etc.
• May assist with coordinating the division's budget, monitors forecast documents, orders and receives goods and processes invoices for payment. Handles divisional financial transactions and ensures proper procurement procedures are followed.
• Trains, assigns work, and mentors new employees or administrative staff when appropriate and other related duties.

As the successful candidate you will have a one year secretarial or commercial course supplemented by three years of related secretarial experience (including experience dealing with traumatic events). An equivalent combination of training and experience may be considered.

You will be proficient in typing, word processing and other standard computer applications, such as Microsoft Word, Excel, Outlook, and internet use. You will demonstrate the ability to multi-task, prioritize your work and you will be skilled with managing electronic filing systems. As the Secretary 2 you will be organized and adaptable in a face paced environment, be a strong team player, have good interpersonal skills, be sensitive to the needs of clients and display tact, sound judgement, and able to exercise discretion and confidentiality. Effective verbal and written communication skills, strong organizational skills, and the ability to work independently are essential in this role.

Your knowledge of the Justice Enterprise Information Network (JEIN) and issues impacting victims, along with work experience in the criminal justice system, and trauma informed training would be considered assets. Bilingualism with oral and written skills in English and French will also be considered an asset.

We will assess the above qualifications using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

Include, but not limited to:

• Four years of related work experience

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs. For information on all our Benefit program offerings, click here: Benefits for government employees.

• Normal work week is 35 hours/week, 7 hours/day
• May be required to work overtime on occasion
• Stress level may be higher than normal due to the nature of the work and type of confidential information exposed to, often dealing with difficult situations, persons under considerable stress, and experiencing traumatic events
• There is a high demand for accuracy and attention to detail while working in a complex service area

This is a term employment opportunity with an anticipated end date of December . The appointment status ('term' or 'casual') is dependent on the start date of the successful candidate.

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
• Countless career paths.
• Department Specific Flexible working schedules.
  

Pay Grade: EC 03

Salary Range: $1, $2,108.89 Bi-Weekly

Employment Equity Statement:

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

Current government employees may access this posting through the link below:

PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to