Job Description

Company: IWK Health

Req ID: 157179
Department/Program: Commercial/Retail Ops & Patient Food, Corporate Services
Location: Halifax
Type of Employment: Temporary Hourly FT long-assignment (100% FTE) for 12 months x 1 position(s)
Start Date: ASAP
Union Status: Non-union, Management/Non Union Bargaining Unit
Compensation: $21.5819 - $26.9775 /hour
Closing Date: 23 May 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 . 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 , and enjoy access to enhanced 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 thousands of years before 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 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 high quality administrative and organizational support for the day to day operations of various teams, such as coordinate schedules, maintains records and files, and provides organizational support to teams and committees. Responsibilities include, but are not limited to: Provides high level support to the Manager and maintains a high degree of confidentiality with all issues; Completes invoices in a timely manner; Manages customer and patient family meal card and staff deduction enquiries with outstanding customer service; Creates written correspondence and proofreads/edits material for accuracy; Types/transcribes reports photocopying and distributes accordingly; Provides administrative support to committees chaired by the Manager; 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; Manages office operations (e.g., orders supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system); Provides coordination and administrative support for ad-hoc projects as assigned; Other related duties as assigned. The Administrative Assistant also provides support to the Managers of Information Technology and Clinical Engineering.

Hours of Work

Monday-Friday 75 Hours Biweekly

Your Qualifications

• Minimum High School Diploma or GED required.
• Graduate of a recognized Office Administration, Business, or Secretarial Program required.
• Minimum three (3) years experience providing administrative/secretarial support to management level required.
• Keyboarding skills of 60 wpm required; maximum four (4) allowable errors.
• Demonstrated superior IT skills with a thorough working knowledge of Windows, Word, Excel, PowerPoint, Publisher, Outlook, and Database Programs (e.g., SAP/HASP, SuccessFactors, etc.) required.
• Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive information required.
• Proven time management and problem-solving skills required.
• Demonstrated excellent organizational skills
• Strong communication (verbal and written), and interpersonal skills required.
• Demonstrated ability to liaise, network, and interact effectively with others.
• Demonstrated ability to prioritize workload and employ flexibility to meet competing demands.
• Proven ability to act decisively and to exercise a high degree of initiative and self-motivation required.
• Ability to work independently with minimal direction and/or 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 required.
• Previous experience in a healthcare environment is an asset.
• Experience with eSource and Internet as an asset.
• Competencies in other languages are considered 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. 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

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

Nova Scotia Health Authority