Administrative Assistant to Manager, Protection Services

Company : IWK Health

Req ID: 208332 
Department/Program: Protection Services, Facilities, Redevelopment, Protection & Business 
Location: Halifax  
Type of Employment: Permanent Hourly FT (100% FTE)  x 1 position(s)
Start Date: September 2025
Union Status: NSGEU Off&Cler, Management/Non Union Bargaining Unit
Compensation: $22.7873 - $28.4842 /hour
Closing Date: August 20, 2025 (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, the Administrative Assistant provides confidential administrative, secretarial and clerical support responding to the needs of the day to day operations and new initiatives for Protective Services which include protection services, emergency preparedness, fire safety, parking services, business continuity, and parking services. Responsibilities include, but are not limited to:, maintaining department processes including communications and coordination with community partners and programs, anticipating and troubleshooting problems, maintaining policy, procedures and reference materials for the team, assisting with financials for multiple projects, coordinating team reports, coordinating and scheduling appointments; room bookings, catering, assisting with meeting preparation; and other related duties as assigned.

Hours of Work

Monday to Friday. Shift hours - 37.5 per week. Flexibility with hours may be required. This position may be called upon during off-hours during emergencies and disasters as required.

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Graduate from a recognized Secretarial or Office Administration Diploma program required.
• Minimum three (3) years experience in a related administrative/secretarial role required.
• An equivalent combination of education and experience may be considered for this position.
• Demonstrated excellent organizational skills, communication and interpersonal skills, attention to detail, initiative, and ability to work with minimal supervision.
• Demonstrated ability to supports multiple projects and bring innovative solutions, creative thinking and problem solving to community based projects.
• Demonstrated initiative and flexibility to meet workload demands required.
• Advanced working knowledge of computers, including Windows, Word, Power Point, Excel Spreadsheet, Access, Microsoft Office Outlook, SAP and Internet required.
• Experience scheduling appointments and meetings required.
• Experience in a related role, in a health care environment with knowledge of community organizations preferred.
• Competencies in other languages an asset.

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.

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