Job Description

Position Type: Permanent
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Closing date:
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Emergency Medical Care Inc. (EMC) is a wholly owned subsidiary of Medavie Health Services (MHS) that manages and operates ground ambulance, air medical transport and the medical communications operations in Nova Scotia through a performance-based contract with the provincial government's Emergency Health Services (EHS) Operations division and the Department of Health and Wellness. As well, EMC operates TeleHealth/811 medical communications for Nova Scotia and Prince Edward Island for the Department of Health.
We access all communities in Nova Scotia in a timely and efficient manner with our fleet of more than 180 ambulances and support vehicles operating out of 60+ stations. We respond to 165,000+ calls annually across the province, which are actively managed through the EHS Operations Medical Communications Centre, the hub of all emergency (911) and non-emergency (hospital transfers) medical calls.
The EHS Operations LifeFlight program provides even greater accessibility by responding to patients on scene or through inter-facility transports by our critical care team via helicopter, fixed wing, or ground ambulance.
In addition, paramedics in Nova Scotia participate in various programs both urban and rural such as community-based paramedic programs, collaborative emergency centres, and emergency preparedness and special operations, to name a few.
There are lots of opportunities waiting for you in Nova Scotia. Apply now to learn more about our service and available positions.
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Reporting to the Regional Manager, this position is essential to assist the efficient and effective management of the Regional Office to ensure inquiries and general administrative issues are dealt with in a timely and appropriate manner for the Regional Manager, Supervisors, and Fleet/Physical Resources Supervisor within the Region.
The incumbent is responsible for providing administrative and support services to the Regional Manager and Fleet/Physical Resources Supervisor within the Regional Office. As an employee of EMC we are accountable to our patients and coworkers by participating in and supporting all safety related initiatives, as well as acting in a manner that fosters a culture that focuses on patient safety and a safe workplace.
Duties and Responsibilities:
The position entails, but is not limited to the following:

• Type and compose replies for general correspondence, memos, confidential reports, agendas, and presentations.
• Proofread transcribed correspondence for grammatical accuracy, sentence structure and content.
• Determine the appropriate communication tool to send correspondence, i.e. courier, mail, e-mail, or fax.
• Prioritize email messages to complete tasks proficiently.
• Receive and prioritize telephone messages for the Regional Manager and Fleet/Physical Resources Supervisor within the Regional Office.
• Handle and distribute both internal and external mail.
• Compile the monthly Regional Supervisor schedule activity calendar for the Regional Manager.
• Manage and maintain filing for the Regional Office.
• Preparation of monthly Regional Report for Senior Management based upon Supervisor input.
• Compile provincial Senior Management reports into binders for Supervisors.
• Distribute data, i.e. memos, minutes, performance summary, for Information Center boards to the regional offices/sites.
• Coordination of the Regional Manager.
• Compile and manage vacation schedule calendar for the Regional Management and Administrative members.
• Receive members of the public, sales people and other visitors to the Regional Office
• Provide support for Supervisors, Special Projects, and Operational Strategic Initiatives as needed, i.e. answer questions, take minutes, attend meetings, and copy information.
• Assist with compiling regional reports as requested by support office.
• Collect, review and file Daily Vehicle Checklists
• Enter mileages from the Daily Checklists using the Enrich system
• Verify vehicle equipment attachments and update Enrich.
• Prepare visa statement reports for the Regional Manager and FleetPhysical Resources
• Supervisor (Regional Ghost Account).
• Assist with the annual budget submission.
• Order and maintain office supplies, following the EMC purchasing guidelines.
• Maintain accurate Petty Cash records for Regional Office.
• Type meeting minutes for Supervisor, staff, OHS, L&M meetings and others as needed
• Required to take minutes during Supervisor meetings or as assigned by the RM. For all other meetings the Supervisors or Committee Chairs will forward notes to be typed.
• Provide some paramedic support through direction to the appropriate department.
• File Regional Payroll Records.
• Assist in compiling payroll audit information
• Compile regional data for yearly DHA report.
• Fax drug breakage incident reports to Q&L dept.
• Compile annual report of all students within the region. Noting their program and school.

QUALIFICATIONS AND REQUIREMENTS:
Education & Experience:

• Minimum Grade 12 and one-year business college course and five years related experience or equivalent combination of education and experience.
• Require extensive knowledge of the policies, structure and functions of internal administrative systems and practices applicable to private industry.
• Require superior diplomacy and interpersonal skills in dealing with difficult situations.
• Require proficiency in Microsoft office including Word, Excel, Access, PowerPoint and Outlook, etc.
• Prior experience working with databases and knowledge of medical terminology is an asset.
• Require a valid Nova Scotia driver's license.

Knowledge & Skills:

• Demonstrate excellent organizational and time management skills to adequately prioritize workload. Ability to work well under pressure, often under strict time deadlines.
• The incumbent must demonstrate self-direction, good judgment and decision making skills to prioritize incoming work, composing correspondence, and dealing with other employees and the public. Demonstrate effective listening skills and the ability to follow instructions.
• Some independent judgment and initiative required in the follow-up for special assignments, programs and issues if requested. Efficiency in maintaining an office routine under limited supervision.

Physical Requirements:
The employee will be required to maintain one position for possible long periods of time, such as sitting at meetings, or at a desk setting. Employee will be reading data or inputting data, report writing, operating a computer, calculator, and talking on the telephone. Use and exposure to general office equipment such as fax, photocopier, printer, and personal computer. Exposure to low to moderate noise levels.
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Our goal is to be a diverse workforce that is representative of the citizens we serve. We are committed to building an inclusive team that represents a variety of backgrounds, cultures, races, perspectives and skills. We encourage applications from all qualified candidates including women, persons of any sexual orientations and gender identities and/or expressions, Indigenous persons, African Canadians, other racialized groups, persons with disabilities. Candidates who identify as being from any of these groups are encouraged to voluntarily self-identify.

Skills Required