Job Description

Position Type: Temporary - Temporaire
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Closing date: 2025-02-27
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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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NATURE AND SCOPE:
Reporting to the Manager and Director of Health & Wellness, the incumbent is responsible for providing business support and administrative services to the Health & Wellness team in order to assist employees and leaders to minimize the effects of illness and injury on staff, the workplace and patients, and to promote a healthy lifestyle with the focus of enhancing existing levels of health, productivity and well- being.
This position requires quality, accurate and reliable work from a flexible and responsible individual, who will work within a highly confidential work environment, assisting in the efficient and effective management of Health & Wellness processes, ensuring inquiries and general administrative issues are dealt with in a timely and appropriate manner.
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 workpIace.
DUTIES AND RESPONSIBILITIES
The position entails, but is not limited to the following:

• Supports the team with case management by:

• tracking due dates,
• ensuring documentation is received by due date,
• issuing follow up correspondence,
• updating Workday information,
• Initiating the Plan Sponsor Statement,
• regularly maintaining spreadsheets and/or key databases/software systems.
• Coordinates and maintains community partner agreements as part of the Connect and Recover Program. Verifies community partners are in good standing with WCB coverage. Processes and maintains employee time sheets for hours worked with community partner.
• Tracks and records immunization records, tuberculosis skin testing records and due dates, and any other employee health assessments in collaboration with the Occupational Health Nurse

• Orders and tracks worker compensation board recommended employee equipment purchases
• Coordinates, tracks and records The Working Minds education and training
• Coordinates all reporting deliverables including but not limited to weekly ELT reports, monthly report submissions and Medavie reports. This includes gathering information, tracking due dates, submissions, approvals of final versions and submissions.
• Runs reports from Manulife, WCB, Blue Cross and Workday sites
• Monitors file retention guidelines and process for Health and Wellness employee files
• Responds to general employee inquiries received via Health and Wellness intake email or phone line
• Receives and prioritizes emails, phone messages, faxes, mail, couriers, etc. for the division
• Posts and maintains the administration and content of the EMC Internal Site (The Pulse) xe2x80x94 Health and Wellness Hub
• Types correspondence, memos, confidential reports, agendas, minutes and presentations from written draft. May upon request, compose replies for general correspondence on behalf of the Health and Wellness team. Proofreads transcribed correspondence for grammatical accuracy, sentence structure and content. Determines the appropriate communication tool to send correspondence (i.e. courier, mail, e-mail, scan or fax).

Compiles reports, minutes, mail merges, letters

• Organizes and coordinates meeting bookings, travel arrangements, meeting facilities, video conferencing and telephone conferences
• Compiles monthly expense claim forms, summary timecards, vacation requests, as well as maintains the appointments and Outlook calendars of the Manager and Director
• Prepares and reconciles monthly visa statements and/or invoices for processing
• Participates in projects as required.
• Completes special assignments as requested.

QUALIFICATIONS AND REQUIREMENTS:
Education and Experience:

• Minimum one-year business college course
• Five to seven years related administrative experience. A combination of experience and education will be considered.
• Previous experience in a Disability Case Management work setting an asset.
• Microsoft Office or similar courses are a strong asset.
• Courses related to record keeping, privacy are considered an asset.
• Medical terminology course not required but considered an asset.
• Requires extensive knowledge of the policies, structure and functions of internal administrative systems and practices applicable to private industry.

Knowledge and Skills:

• Exceptional organizational, filing and record-keeping skills
• Strong ability to multi-task, keep track of due dates and meet multiple deadlines
• Superior diplomacy in professionalism
• Highly confidential
• Excellent communication and interpersonal skills, including effective listening skills
• Ability to provide excellent customer service and administrative support
• Self-starter that can work independently, and also be a strong team player

• Extensive knowledge of the policies, structure and functions of internal administrative systems and practices applicable to private industry.
• Proficient in Microsoft Office, specifically Word, Excel, Outlook and PowerPoint, and able to enter data and locate records in databases.
• Proven ability to learn, including software products as required such as SharePoint, Adobe Photo Shop etc. as well as internal practices and terminology.

PHYSICAL REQUIREMENTS:
The employee will spend various periods of sitting, standing, walking, crouching, lifting, and/or carrying light objects. 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 word processor, 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 and 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.