IWK Health Looking for Administrative Assistant, APPHON at Halifax, Nova Scotia, Canada Full Time

Company : IWK Health

Req ID: 174059

Department/Program: HEMOC , Research Services

Location: Halifax

Type of Employment: Temporary Hourly PT long-assignment ( 60% FTE) for 1 year x 1 position(s)

Start Date: February 2024

Union Status: Research , Management/Non Union Bargaining Unit

Compensation: $ 22.5622 – $ 28.2023 /hour

Closing Date: February 07, 2024 (Applications are accepted until 23:59 Atlantic Time)

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults and families each year across the Atlantic region. We have a team of approximately 4000 employees, physicians, volunteers and learners at sites across Nova Scotia . People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each other’s talent and celebrate our successes. We collaborate in modern facilities or virtually from home, align our work to our values , and enjoy access to enhanced benefits and wellness programs. We are proud to support our patients, families and communities and are grateful for the generous donor support we receive.

Promoting an anti-racist environment, and calling out discrimination as we work and provide care, is important to us. We are located in Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people. Working in Mi’kma’ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization. There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities who also have a long, deep, and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportions of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination, but have more work to do to build that trust, acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels.

The Opportunity

Accountable to the Executive Director, the APPHON/ROHPPA Administrative Assistant provides administrative support to the APPHON/ROHPPA Advisory Council, APPHON/ROHPPA committees, and staff.

Responsibilities

The APPHON/ROHPPA Administrative Assistant:

• Formats, types, and up-dates APPHON/ROHPPA organizational policies and procedures, clinical practice guidelines, and other related documents (for example, contact lists).
• Assists in Research Ethics Submission
• Assists in maintaining Quality Indicators databases
• Assists the Conference Planning Committee in preparing information for dissemination at the conference.
• Assists with newsletter
• Disseminates APPHON/ROHPPA materials including but not limited to clinical practice guidelines and levels of care information.
• Assists with survey development
• Arranges meeting/meeting times for all working groups
• Making travel arrangements including booking and processing claims and expense recoveries, managing grant funds and coordinating payments and reimbursements, preparing bi-weekly payroll information, managing and ordering supplies, maintaining and reconciling financial accounts
• Assists with planning and organizing Levels of Care visits.
• Assists the Levels of Care Coordinator in consolidating information from each site visit including compilation and maintenance of updated resource documentation of health centres.
• Supports the APPHON/ROHPPA Executive Director in the development of the APPHON/ROHPPA newsletter and in the maintenance of the web site.
• Ensures the effective and efficient use of resources (human, fiscal, and material).
• Reports to the APPHON/ROHPPA Chair on a regular basis (as determined collaboratively with the Chair).
• Preference will be given to the bilingual candidate.
• Other duties as required.

Hours of Work

Monday – Friday, 3 Days per week, flexible.

Your Qualifications

• Completion of a recognized Secretarial/Office Administration diploma program/certificate course or Bachelor Degree with applicable expertise
• Experience with research/data and finance considered an asset
• Proven excellent interpersonal and communication skills.
• Ability to work with minimal supervision.
• Computer competencies required.

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation. Please discuss your needs when invited to the assessment process.

This is a Management/Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Successful applicants changing unions, bargaining units or employment status, are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and/or usage, prior to accepting the position.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials. Additionally, as per Nova Scotia’s COVID-19 Vaccine mandate, any offer of employment will be conditional upon submitting proof of full vaccination status. Medical exceptions or any other kind of requested exception based upon the Health Centre’s obligations pursuant to the Nova Scotia Human Rights Code will be considered on a case-by-case basis

I f you are an employee of IWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.