Administrative Assistant To The Manager Primary Health (0.5) & Accessibility (0.5)

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Company : IWK Health

Req ID: 163748

Department/Program: Primary Health , Healthy Populations & Provincial Initiatives

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: August 30, 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

Reporting to the Manager, Primary Health for 0.5 FTE of the position, the Administrative Assistant provides confidential administrative and clerical support responding to the needs of the day-to-day operations and new initiatives for Primary Health. The Primary Health portfolio at IWK Health supports a diverse range of provincial, community-based, and operational support programs and services. Reporting to the Manager, Equity and Belonging for 0.5 FTE of the position, the Administrative Assistant provides confidential administrative and clerical support responding to the needs of the day-to-day operations and new initiatives related to Accessibility. For both aspects of this position the, administrative assistant provides additional support to committees or working groups as assigned, as well as supports other members of the service, as required. As a prescribed public sector body, Nova Scotia Health (NSH) and IWK Health (IWK) are accountable to Nova Scotia’s Accessibility Act.

Responsibilities Include But Are Not Limited To

• Establishes and maintains a variety of electronic information systems, including document filing, policy/procedure/record keeping, data collection and retention systems to ensure efficient storage and retrieval of materials
• Oversight of the IWK Translation email account and content on the intranet and other team documents
• Demonstrate excellent relationship management and a superior customer service focus as a point of contact from internal and external stakeholders and partners
• Inputs and submits payroll for Primary Health team and acts as a payroll back up for other Administrative Assistants within the program
• Provides administrative support for the Human Resource needs including posting positions, completing paperwork, checking references, arranging interviews, assisting with onboarding, coordination of performance management reviews and attendance management
• Other related duties as assigned
• Manages general office operations – ordering of supplies and equipment, entering work orders, environmental services, procurement (completing and managing documents and submitting purchase requisitions)
• Assumes administrative responsibilities for ad-hoc projects and special functions as assigned
• Coordinates and schedules meetings, takes meeting minutes, books catering and av/equipment for meetings, arranges travel/accommodations, prepares travel request submission and expense claim reports
• Assists with budget tracking, monitoring of financial expenditures, coordination of reimbursements and payment of invoices
• Demonstrate the ability to establish positive working relationship with individuals with lived experience and organizations that represent disabilities
• Provides confidential administrative service with high quality organizational and communication skills to assist and support the Managers and Teams in ensuring the effective and efficient operation of the program

Hours of Work

Monday to Friday. Flexibility with hours may be required. Onsite required, may have the opportunity for hybrid work in consultation with managers.

Your Qualifications

• Competencies in other languages an asset.
• Ability to function effectively in a stressful environment with multiple deadlines and concurrent activities and demands required.
• Demonstrated high regard for quality, accuracy and attention to detail required.
• Is a self-starter in achieving job goals; takes action beyond explicit job responsibilities; sets high performance goals, understands which decisions can be made alone and which require consultation with others, acts accordingly.
• Graduate from a recognized Secretarial or Office Administration Diploma program required.
• Demonstrated excellent organizational skills, communication and interpersonal skills, attention to detail, initiative, and ability to work with minimal supervision.
• Experience with SharePoint, SAP (including payroll entry and monthly financial reports preferred).
• Ability to work independently with minimal direction and/or supervision and as a member of the team required.
• Proven analytical thinking skills to prioritize work with ever changing priorities; ability to multi-task while handling frequent interruptions required.
• Takes appropriate measures towards process improvements.
• An equivalent combination of education and experience may be considered for this position.
• Administrative experience in a health care environment preferred.
• Experience scheduling appointments and meetings required.
• Demonstrated initiative and flexibility to meet workload demands required.
• Minimum High School Diploma or G.E.D. required.
• Excellent judgment and discretion in handling confidential and/or sensitive information required.
• Demonstrated ability to supports multiple projects and bring innovative solutions, creative thinking and problem solving.
• Minimum three (3) years experience in a related administrative/secretarial role required.
• Advanced working knowledge and experience using Microsoft Office (Word, Excel, PowerPoint, Outlook) required (testing may be conducted).
• Excellent organizational skills, strong communication (verbal & written) and interpersonal skills required.
• Proven time management, problem-solving skills, and ability to prioritize workloads required.

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.