Administrative Assistant to Manager

Nova Scotia Health and IWK Health•Halifax, NS

19h•CA$23 - CA$29•Onsite

About The Position

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 that 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 proportion of transgender and non-binary people of any other province or territory in the country. We are active in our work to eliminate discrimination, but we 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, and 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.

Requirements

Minimum High School Diploma or GED required
Graduate from a recognized Office Administration Program required
Minimum of three (3) years of related administrative experience required
Keyboarding skills, minimum of 40 wpm required, 60 wpm is preferred (testing may be conducted on candidates)
Working knowledge of Microsoft Office and other computer programs/technology required (testing may be conducted on candidates)
Excellent judgment and discretion in handling confidential and/or sensitive information
Proven time management and problem-solving skills required
Demonstrated strong organizational, communication, and interpersonal skills required
Demonstrated initiative, self-motivation, and ability to work independently with minimal 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

Nice To Haves

Experience with SAP, including payroll entry and monthly financial reports, is an asset
Experience with MEDITECH, WebCT, and DSS is an asset
Previous experience in a health care environment is an asset
Competencies in other languages are considered an asset

Responsibilities

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
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
Other related duties as assigned
Provides high-quality administrative and organizational support for the day-to-day operations of the Teams, such as coordinating schedules, maintaining records and files, and providing organizational support to teams and committees