Administrative Support Specialist for Victim Services

3 weeks ago

Halifax, Nova Scotia, Canada The Government of Nova Scotia Full time

Competition #: 43722

Department: Justice

Location: HALIFAX

Type of Employment: Temporary

Union Status: Exclusion - Non Union - NSPG

About Us

The Maintenance Enforcement and Victim Services Division of the Department of Justice is dedicated to facilitating court-ordered child and spousal support while providing a comprehensive range of services aimed at assisting victims of crime. Within the Victim Services sector, we advocate for the rights and interests of victims, advising government on pertinent issues and collaborating with justice partners and the community to develop policies and programs that cater to the needs of crime victims. Our services include the 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.

About Our Opportunity

Reporting directly to the Director, you will play a crucial role in delivering services to victims of crime by performing a wide array of administrative and secretarial functions in a dynamic environment. Your responsibilities will extend to providing administrative support to various programs within the division, ensuring efficient operations.

The office relies on your organizational skills and ability to prioritize tasks effectively in a fast-paced setting.

Primary Responsibilities
  • Evaluate and prioritize incoming mail and emails, redirecting or responding as necessary. Identify urgent matters for the Director's attention and prepare professional presentations, correspondence, and reports on their behalf.
  • Manage the Director's electronic calendar, coordinating meetings and travel arrangements. Prepare agendas and accurate minutes, ensuring that senior leadership decisions are documented.
  • Support the daily operational management of the division's office by serving as a resource for the Director and staff. Contribute to the enhancement of administrative processes to align with departmental standards.
  • Compile statistics using spreadsheets; process invoices for head office programs.
  • Schedule new and recurring meetings (both in-person and virtual); manage mail distribution.
  • Maintain an organized electronic filing system; order office supplies and printed materials.
  • Prepare quotes for off-site training events; take minutes during meetings.
  • Assist the Director and Managers in recruitment processes.
  • Maintain filing and retrieval systems, ensuring manuals and reference materials are up-to-date.
  • Update division information, including the website and business plans.
  • Assist with budget coordination, monitor financial documents, and process invoices for payment while adhering to procurement procedures.
  • Train and mentor new employees or administrative staff as appropriate.
Qualifications and Experience

The ideal candidate will possess a one-year secretarial or commercial course complemented by three years of relevant secretarial experience, particularly in contexts involving traumatic events. An equivalent combination of education and experience may be considered.

Proficiency in typing, word processing, and standard computer applications such as Microsoft Word, Excel, and Outlook is essential. You should demonstrate the ability to manage multiple tasks, prioritize effectively, and maintain electronic filing systems. As a Secretary 2, you will be organized, adaptable, and a strong team player with excellent interpersonal skills, demonstrating sensitivity to client needs while exercising discretion and confidentiality. Strong verbal and written communication skills, along with the ability to work independently, are critical for success in this role.

Knowledge of the Justice Enterprise Information Network (JEIN) and issues affecting victims, as well as experience within the criminal justice system and trauma-informed training, will be advantageous. Bilingual proficiency in English and French is also a valued asset.

Equivalency

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.

Benefits

The Government of Nova Scotia offers a wide range of benefits based on employment status and union agreements, including a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General Illness, Short and Long Term Disability, Vacation, and Employee and Family Assistance Programs.

Working Conditions
  • Normal work week is 35 hours/week, 7 hours/day
  • May be required to work overtime on occasion
  • Stress levels may be elevated due to the nature of the work and exposure to confidential information, often involving challenging situations and individuals under significant stress.
  • High demand for accuracy and attention to detail is essential in this complex service area.
Additional Information

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

What We Offer
  • Career Development opportunities with access to guidance, tools, resources, and ongoing training.
  • An engaging workplace where employees feel valued, respected, and connected.
  • A variety of career paths available.
  • Department-specific flexible working schedules.

Pay Grade: EC 03

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

Employment Equity Statement:

The Government of Nova Scotia aims to create a diverse workforce that reflects the citizens we serve. We welcome applications from Indigenous People, African Nova Scotians, Other Racially Visible Persons, Persons with Disabilities, and Women in under-represented occupations.

Current government employees may access this posting through the appropriate channels.

Note: Candidates will not be considered for an interview if applications are incomplete or missing information. Offers of employment are conditional upon the completion of applicable background checks and confirmation of credentials.

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