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Administrative Support Specialist for Victim Services
2 months ago
Competition #: 43722
Department: Justice
Location: HALIFAX
Type of Employment: Temporary
Union Status: Exclusion - Non Union - NSPG
About UsThe Maintenance Enforcement and Victim Services Division of the Department of Justice is dedicated to facilitating court-ordered child and spousal support while providing a variety of services aimed at assisting victims of crime. Within the Victim Services framework, we advocate for victims' rights and interests, advising the government on matters related to crime victims, and collaborating with justice partners and the community to create policies and programs that meet the needs of those affected by crime.
We offer essential support to victims, their spouses, or relatives, ensuring they receive information and assistance as their cases progress through the criminal justice system. Our services encompass various programs, including 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 OpportunityReporting directly to the Director, you will play a crucial role in delivering services to victims of crime by performing a wide range of administrative and secretarial tasks in a dynamic environment. Your responsibilities will extend to providing administrative support to the Head Office, including the Managers of Special Initiatives and Policy and Compliance, as well as other related programs.
Your ability to thrive in a fast-paced setting and effectively prioritize tasks will be essential to the office's operations.
Primary Responsibilities- Evaluate and prioritize incoming mail and emails, responding or redirecting 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 and manage spreadsheets; process invoices for signature and payment related to head office programs.
- Schedule meetings (both in-person and virtual), manage mail distribution, and maintain an organized electronic filing system.
- Order office supplies and printed materials as needed.
- Assist in preparing quotes for off-site training events and take minutes during meetings.
- Support the Director and Managers during hiring processes.
- Maintain up-to-date filing and retrieval systems, ensuring manuals and reference materials are current.
- May update division information, including the website and business plans.
- Assist with budget coordination, monitor financial documents, and process invoices while adhering to procurement procedures.
- Train and mentor new employees or administrative staff as required.
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 also be considered.
Proficiency in typing, word processing, and standard computer applications, including Microsoft Word, Excel, and Outlook, is essential. You should demonstrate the ability to manage multiple tasks, prioritize effectively, and maintain organized electronic filing systems. As a Secretary 2, you will need to be adaptable in a fast-paced environment, exhibit strong teamwork skills, and possess excellent interpersonal abilities, demonstrating sensitivity to clients' needs while exercising discretion and confidentiality.
Effective verbal and written communication skills, along with strong organizational capabilities and 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 considered an asset.
EquivalencyInclude, but not limited to:
- Four years of related work experience
Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.
BenefitsThe Government of Nova Scotia offers a comprehensive benefits package, 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 the confidential information handled
- High demand for accuracy and attention to detail in a complex service area
This is a temporary employment opportunity with an anticipated end date in December. The appointment status ('term', 'temporary' or 'casual') will depend on the successful candidate's start date.
What We Offer- Career Development opportunities with access to guidance, tools, resources, and ongoing training.
- An engaging workplace where employees feel valued and respected.
- Diverse career paths within the organization.
- Flexible working schedules specific to departmental needs.
Pay Grade: EC 03
Salary Range: $1, $2,108.89 Bi-Weekly
Employment Equity Statement:
The Government of Nova Scotia aims to build a diverse workforce that reflects the citizens we serve. We encourage 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: Incomplete applications will not be considered for an interview. Employment offers are contingent upon satisfactory completion of background checks and credential verification.
