Administrative Assistant to The Manager Primary

2 weeks ago

Halifax, Canada IWK Health Centre Full time

**Company** : IWK Health**:
**Req ID**:163748
**Department/Program**:Primary Health, Healthy Populations & Provincial Initiatives
**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**: $21.5819**:

- **$26.9775 /hour
**Closing Date**: August 30, 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 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.

**The Opportunity**:
Reporting to the Manager, Primary Health for 0.5 FTE of the position, the Administrative Assistant provides confidential administrative and clerical support responding to the needs of the day-to-day operations and new initiatives for Primary Health. The Primary Health portfolio at IWK Health supports a diverse range of provincial, community-based, and operational support programs and services. Reporting to the Manager, Equity and Belonging for 0.5 FTE of the position, the Administrative Assistant provides confidential administrative and clerical support responding to the needs of the day-to-day operations and new initiatives related to Accessibility. For both aspects of this position the, administrative assistant provides additional support to committees or working groups as assigned, as well as supports other members of the service, as required. As a prescribed public sector body, Nova Scotia Health (NSH) and IWK Health (IWK) are accountable to Nova Scotia’s Accessibility Act.

Responsibilities include but are not limited to:

- Provides confidential administrative service with high quality organizational and communication skills to assist and support the Managers and Teams in ensuring the effective and efficient operation of the program
- Provides administrative support for the Human Resource needs including posting positions, completing paperwork, checking references, arranging interviews, assisting with onboarding, coordination of performance management reviews and attendance management
- Inputs and submits payroll for Primary Health team and acts as a payroll back up for other Administrative Assistants within the program
- Coordinates and schedules meetings, takes meeting minutes, books catering and av/equipment for meetings, arranges travel/accommodations, prepares travel request submission and expense claim reports
- Assists with budget tracking, monitoring of financial expenditures, coordination of reimbursements and payment of invoices
- Manages general office operations - ordering of supplies and equipment, entering work orders, environmental services, procurement (completing and managing documents and submitting purchase requisitions)
- Demonstrate excellent relationship management and a superior customer service focus as a point of contact from internal and external stakeholders and partners
- Demonstrate the ability to establish positive working relationship with individuals with lived experience and organizations that represent disabilities
- Establishes and maintains a variety of electronic information systems, including document filing, policy/procedure/record keeping, data collection and retention systems to ensure efficient storage and retrieval of materials
- Assumes administrative responsibilities for ad-hoc projects and special functions as assigned
- Other related duties as assigned

**Hours of Work**:
Monday to Friday. Flexibility with hours may be required. Onsite required, may have the opportunity for hybrid work in consultation with managers.

**Your Qualifications**:

- Minimum High School Diploma or G.E.D. required.
- Graduate from a recognized Secretarial or Office Administration Diploma program required.
- Minimum three (3) years experience in a related administrative/secretarial role required.
- Administrative experience in a health care environment preferred.
- An equivalent combination of education and experience may be considered for this position.
- Demonstrated excellent organizational skills, communication and interpersonal skills, attention to detail, initiative, and ability to work with mínimal supervision.
- Demonstrated ability to supports multiple projects and bring innovative solutions, creative thinking and problem solving.
- Is a self-starter in achie

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