Secretary 2

3 weeks ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Health and Wellness

**Location**:HALIFAX

**Type of Employment**:Permanent

**Union Status**:NSGEU - NSPG

**Closing Date**:2/27/2023 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
The Department of Health and Wellness 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’re committed to continually improving our health care system. With a focus on continual improvements within the Health System, the department is thinking differently about how to plan, fund, regulate and monitor to improve access and service delivery.

One of the Department of Health and Wellness’s (DHW) mandates is to ensure the delivery of collaborative health care to communities through Emergency Health Services, including medical communications, medical first response, ground and air ambulance, and other programs. DHW is responsible for setting standards, developing policies, funding, and regulatory oversight of the EHS system and the vendor contracted to operate the EHS system.

**About Our Opportunity**:
The Secretary 2 reports to the Director, EHS Regulation & Policy and provides independent administrative support to the Directors, Managers, and specialty staff through the effective management, coordination and efficient operation of the office and technology systems. By having a good knowledge of the division, government processes and general administration, this position acts as a primary contact for the division and acts as the liaison for staff, other government departments (federal, provincial, territorial and municipal), as well as external stakeholders in a highly confidential environment.

**Primary Accountabilities**:
A few of your key responsibilities include, but are not limited to:

- Utilizes project tracking and organizational administrative skills to ensure deadlines are met by multiple employees/providers.
- Manages and organizes leadership calendars, travel and accommodation requirements, itineraries, transportation, office space and materials, and EHS events.
- Coordinates and manages EHS system processes and special assignments (including billing and invoices, issues management, privacy and information requests, procurement, contract and vendor management, etc.) ensuring timely approval and completion, as necessary.
- Coordinates, distributes and maintains filing and retrieval systems, contractual reports, information requests, ministerial responses, submissions, communications, reports, budgets, manuals and reference materials.
- Manages and updates information/databases, and technology systems (e.g., SharePoint, Teams, D365), collaboration platforms, and databases.
- Coordinates and manages projects related to division technology, communications, events, research and engagement initiatives, office management, contract planning and management, and human resources.
- Coordinates and supports the development of correspondence, contracts, policies, government submissions, data reporting, and other presentations and deliverables, as needed.
- Contributes to the development of administrative work standards; orients and mentors new administrative staff as needed and provides back up when DHW administrative support staff are out of the office.

**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, Teams, SharePoint or equivalent. You must be proficient in the use of office equipment and technology (printers, laptops, mobile devices, laptop accessories, monitors, etc.). Attention to detail and a high level of accuracy in your work is essential.

You are a highly organized thinker who can thrive in making sense out of complex, disordered, and high risk/impact work. You must use a great deal of judgement when handling inquiries because of confidential matters. Ideally, you are able to multi-task and 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 environment, along with the ability to exercise sound judgment around issues requiring a high degree of tact, confidentiality, 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 inc

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