Administration and Coordination Officer

About Us

The Public Prosecution Service (PPS) offers a unique and meaningful opportunity to contribute to justice and public safety. Established in 1990 as the first statutorily based independent prosecution service in Canada, the mandate of the PPS is rooted in its commitment to ensuring fair and equal treatment in the prosecution of criminal and provincial offences. 

We are looking for the brightest legal minds, who also reflect the rich diversity of our province! We don’t just accept difference – we celebrate a supportive culture of diversity and belonging. We strive to create an environment where different perspectives and experiences are welcomed and valued. We encourage applications from those that equally value and champion equity, diversity, inclusion, and accessibility (EDIA).

About Our Opportunity

The Administration and Coordination Officer provides independent, executive level administrative support to the Head Office division by effectively managing, coordinating, and overseeing daily office operations. This role serves as a primary point of contact and liaison for staff, other government departments (federal, provincial, territorial, and municipal), and external stakeholders within a highly confidential environment. The Administration and Coordination Officer also provides operational support to the Director of Public Prosecutions, as required.

Primary Accountabilities

• Oversees the daily operational management of the Head Office division.
• Prepares and composes correspondence on behalf of Senior Management. Assesses and prioritizes incoming mail and email, redirecting or responding as appropriate, and flags urgent items for Senior Management. Develops and prepares professional presentations and reports as required.
• Manages, coordinates, and maintains electronic calendars using sound judgment and strong negotiation skills.
• Coordinates and schedules meetings for Senior Management and the Director of Public Prosecutions, as needed.
• Orders and receives goods and processes invoices for payment, including PPS branded materials. 
• Maintains corporate Outlook distribution lists that require IT support and updates the internal employee directory, where assigned.
• Supports basic content administration for PPS internal tools, including editing and updating content on the PPS internal SharePoint site.
• Coordinates travel and accommodation arrangements for Senior Management and, when required, for the Director of Public Prosecutions, including urgent or emergent travel.
• Provides backup support to the Executive Secretary to the Director of Public Prosecutions.
• Assists the Senior Director of Strategic Communications and the Executive Secretary to the Director of Public Prosecutions with annual conference planning, including managing large scale registration processes through Microsoft Forms (e.g., setup, monitoring, participant lists, confirmations, and coordination).
  
  

Qualifications and Experience

Completion of a recognized office administration program along with several years of experience in an office environment (or an equivalent combination of education and experience).

The ideal candidate will demonstrate strong judgment and the ability to manage multiple priorities under tight deadlines. You will work effectively as part of an integrated administrative team and bring strong teamwork and collaboration skills.

Excellent communication skills are required to interact with internal and external partners, as well as the public. A high level of professionalism, tact, diplomacy, and the consistent use of discretion and confidentiality in handling information are essential.

This role requires exceptional attention to detail and well developed organizational skills.

Proficiency with Microsoft 365 is essential, including Word, Excel, Outlook, and PowerPoint, as well as demonstrated experience with SharePoint content management and Microsoft Forms.

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

Equivalency

An equivalent combination of training, education and experience may be considered.
Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

Based on the employment status, 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.

Additional Information

This is a Permanent employment opportunity, located in Halifax, NS.

What We Offer

• 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.
• A Dynamic, client-focused office environment where service excellence and teamwork are our focus.