A Registrar in the Department of National Defence maintains and manages official records, documents, and administrative systems that are critical to DND operations. This role ensures that all organizational records are properly organized, stored, and accessible while complying with federal record management legislation and DND policies. Registrars work in a structured office environment, often in Ottawa or at major DND establishments across Canada, where they interact with various departments and personnel who need to access or file documents.
Key responsibilities include developing and implementing record management procedures, overseeing the classification and retention of documents, managing electronic filing systems, and ensuring compliance with the Library and Archives Canada Act and Treasury Board directives. Registrars may also train staff on proper record-keeping practices, conduct audits of record management practices, and serve as a resource for staff seeking guidance on document handling. This is an important administrative role that supports the broader operational effectiveness of DND by maintaining the integrity and accessibility of organizational knowledge.
Key Responsibilities
Perform general administration duties in support of departmental operations, Prepare correspondence, reports, and administrative documents, Coordinate schedules, meetings, and logistics, Maintain records and filing systems
Required Skills
Organizational skills, Written and oral communication, MS Office proficiency, Time management, Attention to detail, Technical proficiency, Attention to detail, Collaboration, Continuous learning
Typical Education
Post-secondary education or equivalent experience relevant to the position
Training
To become a Registrar in the federal Public Service, you typically need a secondary school diploma (Grade 12) or equivalent. Many successful candidates hold a post-secondary credential such as a diploma in office administration, records management, or a related field from a recognized Canadian institution. Some positions may prefer or require a bachelor's degree in any discipline, depending on the level and complexity of the role.
Professional certifications can enhance your candidacy, such as the Certified Records Manager (CRM) designation through the Association of Canadian Archivists or equivalent credentials from professional records management associations. Once hired, DND provides on-the-job training in department-specific systems, policies, and procedures. The Public Service also supports ongoing professional development through federal learning programs, including courses on information management, government legislation, and digital record systems. Many Registrars pursue certifications and memberships with professional organizations to stay current with evolving best practices in records management.
Entry Plans
Entry into a Registrar position with DND typically occurs through a federal Public Service staffing process. Most positions are advertised on the Government of Canada's official jobs website (jobs.gc.ca) and are open to Canadian citizens and permanent residents. You may enter through various pathways: a specific competition for a particular position, a general selection pool for the Administrative Officers group, or as a lateral move if you are already a federal Public Service employee in a related administrative role.
DND also participates in federal student and recent graduate programs, which can provide pathways into administrative careers. The Public Service Commission manages staffing processes and ensures fairness and transparency. Some opportunities may be available for indeterminate (permanent) or term-based contracts, depending on operational needs. Internal candidates may also access secondment opportunities or acting assignments to gain experience before competing for permanent positions. It is recommended to check jobs.gc.ca regularly and to sign up for notifications related to Administrative Officer positions at DND.
Part-Time Options
Many Registrar positions within DND offer flexible work arrangements, though availability depends on the specific position and operational requirements. Part-time and job-shared positions do exist in the federal Public Service, though full-time positions are more common. Remote or hybrid work options have become increasingly available for administrative roles, particularly for positions involving electronic records management and office-based administrative work, though this may vary based on the posting and DND's current work environment policies.
Flexible work arrangements such as staggered hours, compressed work weeks, and telework are negotiable for many administrative positions, subject to operational needs and manager approval. As a federal employee, you would also have access to work-life balance support, including leave provisions and employee wellness programs. When applying for positions, you can inquire about flexibility options during the recruitment process, and these arrangements can often be discussed once hired. DND is committed to supporting employee wellbeing through various flexible work policies in line with Treasury Board guidelines.
Related Careers
No related military careers on file for this position.
