IWK Health Looking for Administrative Assistant to Manager(s), Health Services Planning at Halifax, Nova Scotia, Canada Full Time

Click here to apply as an internal applicant.

Company : IWK Health

Req ID: 165852

Department/Program: Children’s Surgical & Critical Care , Children’s Health Program

Location: Halifax

Type of Employment: Permanent Hourly FT ( 100% FTE) x 1 position(s)

Start Date: ASAP

Union Status: Non-union , Management/Non Union Bargaining Unit

Compensation: $ 21.5819 – $ 26.9775 /hour

Closing Date: October 8, 2023 (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

The Administrative Assistant is accountable to the Manager of Pediatric Health Services Planning and the Manager of Health Services Planning for Pregnancy and Newborn Care, Gynaecology, Urogynaecology, and Breast Health. The Administrative Assistant provides high quality administrative and organizational support for the day-to-day operations of Health Services Planning initiatives such as coordination of schedules, maintenance of records and files, and provision of organizational support to teams and committees.

Responsibilities Include, But Are Not Limited To

• Provides high level support to the manager and maintains a high degree of confidentiality with all issues;
• Creates written correspondence and proofreads/edits material for accuracy;
• Types/transcribes reports photocopying and distributes accordingly;
• Provides administrative support to committees chaired by the Managers in particular minute taking;
• Provides logistic and organizational support for conference planning including arranging travel, booking and expense recovery;
• Organizes and maintains electronic and hard copy filing system including personnel files and recruitment processes;
• Assists with budget tracking and monitors financial expenditures, as required;
• Assists in the development of reports, including gathering and compiling information;
• Answers telephone/e-mail inquiries and communicates messages and information accurately with follow-up, as appropriate;
• Manages general office operations (orders supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system).
• Provides coordination and administrative support for ad-hoc projects as assigned.
• Other related duties as assigned.

Hours of Work

Monday to Friday, 75 hours bi-weekly, as per operational requirements. A Hybrid work schedule may be available.

Your Qualifications

• Minimum High School Diploma or GED required.
• Graduate of a recognized office administration program, business program or secretarial program required.
• Minimum three (3) years of experience providing administrative support to management level required. A combination of education, training and progressively responsible experience may be considered.
• Keyboarding skills of 60 wpm required; maximum four (4) allowable errors.
• Excellent judgment, diplomacy and discretion in handling confidential and/or sensitive information required.
• Demonstrated superior IT skills with a thorough working knowledge of Windows, Word, Excel, PowerPoint, Outlook. Teams and Zoom required
• Proven time management and problem-solving skills required.
• Demonstrated excellent organizational skills, strong communication (verbal and written) and interpersonal skills required. Excellent skill in minute taking
• Proven ability to act decisively and to exercise a high degree of initiative and self-motivation required.
• Ability to work independently with minimal direction and/or supervision required.
• Demonstrated high regard for quality, accuracy and attention to detail required.
• Demonstrated ability to function effectively in a stressful environment with multiple deadlines and concurrent activities
• Previous experience in a health care environment an asset.
• Experience with SAP/HASP, Success Factors (HR), eSource, SharePoint and internet an asset.
• Competencies in other languages considered an asset.

T hank 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.