Secretary 2

2 months ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Office of Addictions and Mental Health

**Location**:HALIFAX

**Type of Employment**:Temporary

**Union Status**:NSGEU - NSPG

**Closing Date**:08-Oct-24 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
The Office of Addictions and Mental Health offers opportunities to grow and advance in a dynamic sector that touches the lives of all Nova Scotians. Along with our partners, including the Nova Scotia Health Authority and the IWK Health Centre, we are committed to continually improving our mental health care system of supports. To do this, we are recruiting leaders at all levels of the organization who embrace a challenge and believe in their ability to make a difference.

**About Our Opportunity**:
Are you organized, self motivated, and an excellent communicator with an upbeat professional work ethic? Do you thrive in a past paced environment and enjoy working as part of team? This is your next career opportunity.

This is a busy and rewarding role where you are responsible for a wide range of administrative duties. You are a critical team resource who ensures that administrative functions of the office operate efficiently by planning and coordinating administrative services and working across government departments and partner organizations to keep projects moving.

The position also provides back up for the Clerks who support the Involuntary Psychiatric Treatment Act (IPTA) Review Board, an adjudicated, arms length Board who conducts hearings for individuals involuntarily admitted for treatment because of their lack of capacity to make treatment decisions due to their mental illness.

**Primary Accountabilities**:
You will provide support to directors, employees, and office visitors by handling a variety of tasks; all the while ensuring that all interactions are positive and welcoming. A few of your key responsibilities include:

- Coordinating electronic calendars, arranging meetings and travel accommodations
- Preparing and coordinating financial transactions such as invoicing.
- Coordinating the tracking of time sensitive tasks and deliverables.
- Provision of IPTA back up which includes setting Review Board hearings, circulating time sensitive health and legal materials, and tracking data.
- Coordinating office equipment and technology as well as supporting, and trouble shooting with staff as required
- Preparing agendas, and taking accurate minutes/notes
- Preparing various confidential correspondence across our various programs
- Reviewing, sorting and distributing mail
- Responding to inquiries from the public, agencies, and departments for multiple program areas
- Maintaining accurate data and statics along with preparing statistics and reports

**Qualifications and Experience**:
You have a one (1) year business course and a minimum of three (3) years of secretarial/administrative support experience.

You are a collaborative team player and have proficient skills in the use of a variety of Microsoft programs such as Word, Excel, PowerPoint, Outlook or equivalent. You must be proficient in the use of office equipment and technology (printers, laptops, laptop accessories, monitors etc.). Attention to detail and a high level of accuracy in your work is essential. You must use a great deal of judgement when handling in-person, virtual, and telephone inquiries because of confidential matters. Ideally, you are a self-starter who is highly motivated and results driven, with integrity and the ability to work with mínimal supervision.

You must demonstrate the ability to work independently in a busy and challenging environment, along with the ability to exercise sound judgment around issues requiring a high degree of tact and diplomacy. Excellent organizational, communication (written and verbal) and interpersonal skills are essential to your success in this role.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

**Equivalency**:
An equivalent combination of training, education and experience will be considered. Related equivalencies may include, but are not limited to:

- A completed related bachelors degree
- Four (4) years of related experience without any post-secondary education

**Benefits**:
Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs. For information on all our Benefit program offerings, click here: Benefits for government employees.

**Working Conditions**:
Most of your time is spent in a comfortable office setting. Occasionally you may need to move or lift objects such as boxes or files. You will have daily contact with the public, various Government Department

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