Project Administrative Assistant

2 weeks ago

Dartmouth, Canada Health Services NB Full time

Position Type:
Temporary - Temporaire

Closing date:
2024-02-12

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.

Reporting to, and under the supervision of the Senior Manager, the incumbent is responsible for providing business support and administrative services for departmental projects.

This position is essential to assist the efficient and effective management of the Logis CAD project to ensure general administrative tasks are dealt with in a timely and appropriate manner. Other duties as part of management of System Performance initiatives may be assigned.

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 workplace.

The position entails but is not limited to the following:

- Types correspondence, memos, confidential reports, agendas, minutes and presentations from written draft. May upon request, compose replies for general correspondence on behalf of Director/Manager/Supervisor.
- Proofreads transcribed correspondence for grammatical accuracy, sentence structure and content.
- Demonstrates excellent organizational and time management skills to adequately prioritize workload. Able to work well under pressure, often under strict time deadlines.
- Organizes and coordinates travel arrangements, meeting facilities, video conferencing and Cisco IP Phone teleconferencing.
- Demonstrates effective listening skills and the ability to follow instructions.
- Exercises good judgment and decision-making skills.
- Prepares and reconciles monthly visa statements and/or invoices for processing by the Finance Department.
- Maintains filing system and keeps an accurate record of correspondence and reports.
- Special projects as assigned by Director or Managers
- Supports and administers processes as needed
- Logistics for training and meetings
- Site Selection
- Meal Selection
- Prepares reports as required
- Prepares minutes and agendas as required
- Sharepoint and shared drive administration for the Division

Education & Experience:

- Minimum Grade 12 and one-year business college course and five years related experience or equivalent combination of education and experience.
- Five to seven years related administrative experience. A combination of experience and education will be considered.
- Requires extensive knowledge of the policies, structure and functions of internal administrative systems and practices applicable to private industry.

Knowledge & Skills:

- Superior diplomacy in professionalism and confidentiality required
- Excellent communication and interpersonal skills, including effective listening skills
- Self-starter that can work independently, but also be a strong team player
- Exceptional organizational skills with the ability to multi-task and meet deadlines
- Demonstrate exceptional organizational and time management skills to adequately multi-task, prioritize workload and meet deadlines.
- Ability to work well under pressure, often under strict time deadlines.
- Proficient in Microsoft Office, specifically Word, Excel, Outlook and PowerPoint
- Knowledge of medical terminology an asset.

Physical Requirements:
The employee will spend various periods of sitting, standing, walking, crouching, lifting, and I 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 g

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