Secretary e

6 months ago

Halifax, Canada Nova Scotia Health Authority Full time

**Req ID**:173214**
**Company: Nova Scotia Health**
**Location**:Central** **Zone, **Halifax Infirmary Robie Street Entrance - QEII**
**Department**:OPCZ CRIT Critical Care Organ Donation**
**Type of Employment**:Temporary** **Hourly FT long-assignment** **(**100%** **FTE) x **1** **position(s)**
**Status: NSGEU** **Admin Professionals** Position**
**Posting Closing Date**:29-Feb-24**

Nova Scotia Health is the largest provider of health services in Nova Scotia, with some specialized services also offered to clients throughout Atlantic Canada. We’re on a mission to achieve excellence in health, healing and learning through working together, which is reflected in the hospitals, health centres and community-based programs we operate across the province. Our passionate team of professionals provides a variety of high-quality inpatient and outpatient services including academic, tertiary, and quaternary care, as well as continuing care, primary health care, public health, and mental health and addictions. Join a diverse team of innovators, collaborators and creative thinkers today.

**About the Opportunity**:
The Secretary is accountable and responsible for providing administrative/secretarial support with mínimal supervision/direction to managers, supervisors, physicians, and various professionals. The Secretary is responsible for the efficient prioritization of multiple responsibilities to meet the requirements of the department(s) utilizing initiative, judgement, and knowledge in a highly confidential setting. The position provides support, and assistance to all program staff, many of which are in leadership roles including the Medical Director, Medical Education Lead, Program Manager, Quality Lead, Clinical Practice Lead, and Family Support Liaison and Donation Physicians across the province.

The incumbent provides office secretarial and administrative support to the Critical Care Organ Donation Program. The incumbent functions as the primary point of contact, handling patient bookings and recalls, organizing translation services, and other office-related duties. The incumbent may also provide additional support to individuals, organization-wide committees/task forces/foundations/auxiliaries/community groups as assigned. On an as-needed basis, the incumbent may also provide general administrative coverage in the absence of other secretaries reporting within the portfolio.

The incumbent will handle day-to-day operations of clinic functioning including, but not limited to supervision of clerical staff, training, mentoring, recruitment, selection and assistance with hiring, as well as statistical data collection, maintenance of records, processing requisitions, payment of invoices through coordination with HSM for cost-effective use of resources. The incumbent must work with mínimal supervision and self-directed resolution of issues that arise and/or delegation to the appropriate individual. Demonstrates a high degree of organization, and ability to multi-task within a very busy environment including changing priorities and short deadlines. The incumbent must display exceptional skills in tact, judgement, flexibility, discretion and leadership while dealing with confidential and complex issues.

**A skill test will be included as part of the selection process, only applicants achieving a passing mark will advance to the in person interview process.

**About You**:
We would love to hear from you if you have the following:

- Grade 12 plus graduate of a recognized office administration, business or secretarial program required
- Minimum 2 years’ related clerical experience required
- In-house programs such as Time Capture
- Medical terminology required
- Skilled use of Dictaphone
- Excellent community skills, including proficiency in advanced word processing functions, spreadsheets and data bases
- Excellent communication, interpersonal, prioritizing and organizational skills
- Previous experience creating and maintaining complex schedules considered an asset
- Recent experience in office management is an asset
- Minimum typing speed of 60 wpm
- Demonstrated proficiency in common office productivity software (ie. Microsoft office) and in the management of computer files
- Able to function independently and problem solve with mínimal direct supervision
- Data management experience essential (creation/management of filing2ystems, databases, etc.)
- Event planning_(Gift of Life 200 attendees, NOTDAW activities at all Regional Hospitals)
- Ability to learn and work quickly; adaptable to change
- Valid Nova Scotia Driver’s License and access to a reliable vehicle
- Competencies in other languages an asset, French preferred

Please ensure your resume is up to date and includes all relevant education, experience, training, and certifications.

**Hours**:

- Long assignment full-time position; 70 hours bi-weekly
- Monday to Friday 8-4, mostly on site but some occasional travel could be required
- Anticipated

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