Administrative Assistant to Manager

Job Responsibility:

Company : IWK Health

Req ID: 190154 Department/Program: Ambulatory Surgical Care, Children's Surgical & Critical Care Location: Halifax Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s) Start Date: ASAP Union Status: Non-union, Management/Non Union Bargaining Unit Compensation: $22.3405 - $27.9257 /hour Closing Date : October 23, 2024 (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

Accountable to two (2) Managers in the Children's Health Program (Ambulatory Surgical Care and Ambulatory Care Services), the Administrative Assistant provides high quality administrative and organizational support for the day to day operations of the Teams such as coordinate schedules, maintains records and files, and provides organizational support to teams and committees.

Responsibilities include, but are not limited to:

• Coordinates and assists with recruitment process including organizing interviews, conducting reference checks, preparing interview materials, setting up IT access for new employees, and initiating workflows.
• Provides high level support to the managers and maintains a high degree of confidentiality with all issues
• 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 in particular minute taking and Meeting Planner
• 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
• Manages general office operations (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

Hours of Work

7.5 hour shifts, Monday to Friday, Hybrid

Your Qualifications

• Minimum High School Diploma or GED required
• Graduate of a recognized Office Administration Program required.
• Minimum three (3) years' experience providing administrative/secretarial support required, to management level preferred.
• Keyboarding skills of 60 wpm preferred.
• Excellent judgment, diplomacy and discretion in handling confidential and/or sensitive information required.
• Demonstrated superior IT skills with a thorough working knowledge of Windows, Word, Excel, PowerPoint, Publisher, and Outlook required
• Proven time management and problem-solving skills required.
• Demonstrated excellent organizational skills, strong communication (verbal and written) and interpersonal skills required. Excellent skill in minute taking
• 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
• Previous experience in a health care environment an asset.
• Experience with MEDITECH, SAP/HASP, Success Factors (HR), eSource and Internet an asset.
• Competencies in other languages considered an asset; French, preferred.

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.

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