Administrative Assistant IMIT YHNS

 Req ID: 185825
Location: Provincial Zone, Westway 1 
Department: IMIT YHNS STRAT - Digital Front Door
Type of Employment: Permanent Hourly FT (100%) x 1 
Management/Non Union Position
Posting Closing Date: Open Until Filled

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

The Administrative Assistant is responsible for providing comprehensive administrative support to the Senior Director by effectively coordinating the day-to-day operation of the Senior Director's office. The position coordinates all administrative activities, establishes administrative procedures and guidelines and acts as a liaison with the administrative assistants within the portfolio and across the health authority.

Acts as the first point of contact for the office of the Senior Director; handle routine inquiries, redirecting as necessary and as liaison between the Senior Director, Directors, other Senior Directors, Executive Directors, Vice Presidents, and other members of the executive team.

Specific Responsibilities Include:

• Provides leadership to the administrative assistants within the portfolio in terms of all administrative activities, procedures and guidelines to enable consistency and standardization across the portfolio.
• Schedules and prioritizes the Senior Director's calendar, including what matters may be referred to others, gather and provide background material as required.
• Initiates a wide variety of meetings and events, prepare accompanying documentation, attend meetings as required, prepare and circulate minutes, and organize all meeting logistics and is competent in the use of meeting technologies.
• Organizes travel and accommodation requirements and prepare travel request submissions and expense claim reports.
• Initiates and composes routine correspondence, administrative practice and guideline documents including preparation, edit and proofread documents submitted for the Senior Directors review, approval or signature.
• Tracks and coordinates various issues and projects within the Senior Director's portfolio which includes organization, prioritization and coordination, overseeing project plans and milestones, and timelines and communicating areas of variance to leadership.

About You

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

•    Post-Secondary diploma in a recognized office administration, business administration or secretarial program
•    Undergraduate degree in a related field is considered an asset
•    International Association of Administrative Professionals (IAAP) certification is an asset
•    5-7 years of progressively responsible experience providing executive level support and office coordination and management, preferably within healthcare and within an integrated service model provided throughout several locations with multiple partners and stakeholders
•    Excellent communication and interpersonal skills with a high degree of tact, judgement, and confidentiality
•    Demonstrated ability to apply critical thinking, synthesize information, problem-solve and utilize good judgment in decision making.  Ability to recognize sensitive issues and respond appropriately. 
•    Excellent organizational, follow through and time management skills, with the ability prioritize tasks and accurately manage multiple priorities in a fast-paced, time-sensitive and highly confidential environment.
•    Demonstrated accountability, initiative, and ability to work independently.
•    Demonstrated competencies requiring advanced skills and abilities in all facets of modern office practices and information and meeting technologies. Experience utilizing technology in meeting planning to create efficiencies and streamline tracking and retrieval of information
 

Hours

• Permanent, full-time position; 75 hours bi-weekly 

Compensation and Benefits

$25.13 - $31.61 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. 

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.