Administrative Assistant (Secretary D) - Medical Affairs

Click here to apply as an internal applicant.
Req ID: 156678
Company: Nova Scotia Health
Location: Provincial Zone, Halifax Infirmary Robie Street Entrance - QEII
Department: MED Strat Dal FM - VP9 - CCZ
Type of Employment: Permanent Hourly FT ( 100% FTE) x 1 position(s)
Status: NSGEU Admin Professionals Position
Posting Closing Date: 21-Aug-23
Nova Scotia Health is the largest provider of health services in Nova Scotia, with some specialized services also offered to clients throughout Atlantic Canada. We’re on a mission to achieve excellence in health, healing and learning through working together, which is reflected in the hospitals, health centres and community-based programs we operate across the province. Our passionate team of professionals provides a variety of high-quality inpatient and outpatient services including academic, tertiary, and quaternary care, as well as continuing care, primary health care, public health, and mental health and addictions. Join a diverse team of innovators, collaborators and creative thinkers today.
Nova Scotia Health employs professionals in all corners of our beautiful province. We believe there's a place here for everyone to call home, from vibrant cities with exuberant nightlife to quaint towns with picturesque trails. The work-life balance that comes with a Nova Scotia Health role means you'll have the time to explore, discover, and participate in that coveted Atlantic lifestyle. Visit us today and check out www.novascotia.com to see why more people from across the globe are moving here.
About The Opportunity
Reporting to the Provincial Manager, Department of Family Practice, Medical Affairs, the Secretary D will be part of a provincial patient onboarding team supporting the attachment of individuals from the Need a Family Practice Registry (NAFPR) to family practices/providers across the province.
The Secretary D will be part of a provincial patient onboarding team consisting of RNs and LPNs that work in collaboration with other allied health professions, NPs and Family Physicians in practices and communities across NS to attach patients to those community practices with capacity.
While the majority of this position will work virtually, there will be a requirement to work at multiple sites and travel between various community locations throughout the province as required.
The Secretary D works with teams, partners and community following a customer service approach. This position provides general administrative support for the office, confidential records management and data entry, reception for the general public, and specific program support.
Duties Include, But Are Not Limited To

• Providing phone and office reception for public inquiries
• Providing coverage for other administrative support across the program as needed
• Minute taking for meetings
• Coordinating office inspections and maintenance requests
• Processing incoming and outgoing mail
• Booking meetings, travel arrangements, professional development activities for team members
• Coordinating inventory of program supplies and ordering supplies
• Providing guidance to staff on administrative procedures
• Collect payments and/or issue receipts for services
• Assisting with set up of email, phone, printer and general office equipment for team members and new staff
• Organizing office supply inventory
• Ordering office supplies through purchase orders and SAP
• Processing petty cash, staff travel claims and expense invoices
• Completes other duties as assigned
• Coordinating annual resource order for programs

About You
We would love to hear from you if you have the following:

• Able to build partnerships and work cooperatively and collaboratively in a multi-disciplinary setting with a strong focus on community
• Demonstrates an understanding of core competencies CPR/First Aid
• Minimum of 1 year experience in office administration required
• Demonstrated ability to communicate effectively
• Successful completion of post secondary education in a recognized Office Administration / Medical Secretarial Program, with Medical Terminology required
• Experience with EMRS-MedAccess and Accuro considered an asset
• Demonstrated ability to manage time and prioritize
• Demonstrated ability to work with a team, applying sound judgment and decision making skills
• Competencies in other languages an asset, French preferred
• Ability to use office technology effectively and efficiently
• Demonstrates an understanding of the core competencies for administrative professionals
• Skills working in inclusive environments and able to interact effectively with diverse individuals, groups and communities

Please ensure your resume is up to date and includes all relevant education, experience, training, and certifications.
Hours

• Permanent Full-Time (100%) position, 70 Hours Bi-Weekly

Compensation and Incentives
$20.36 - $23.14 Hourly
Successful candidates may be eligible for our benefits package which includes health, dental, travel, long-term disability, and life insurance coverage as well as a defined benefit pension plan.
Once You've Applied
Thank you for your interest in this position. Only those applicants selected for an interview will be contacted.
This is a Admin Professionals bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Employees are encouraged to view their seniority hours and dates in their SuccessFactors online profile. 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.
Preferred candidates must be able to demonstrate proof of primary series of COVID -19 vaccine at time of hire.
Nova Scotia Health is committed to being a workforce that is free of discrimination, values diversity and is representative, at all job levels, of the people we serve. We encourage all qualified applicants who self-identify as Indigenous, Black/African Nova Scotian, Persons of Colour, Foreign Nationals/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply and self-identify.
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