Administrative Assistant, Organizational Support

Position Type:
Permanent

Closing date:
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 the Regional Manager, this position is essential to assist the efficient and effective management of the Regional Office to ensure inquiries and general administrative issues are dealt with in a timely and appropriate manner for the Regional Manager, Supervisors, and Fleet/Physical Resources Supervisor within the Region.

The incumbent is responsible for providing administrative and support services to the Regional Manager and Fleet/Physical Resources Supervisor within the Regional Office. 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.

Duties and Responsibilities:

- The position entails, but is _not limited to_ the following:_
- Type and compose replies for general correspondence, memos, confidential reports, agendas, and presentations.
- Proofread transcribed correspondence for grammatical accuracy, sentence structure and content.
- Receive and prioritize telephone messages for the Regional Manager and Fleet/Physical Resources Supervisor within the Regional Office.
- Handle and distribute both internal and external mail.
- Compile the monthly Regional Supervisor schedule activity calendar for the Regional Manager.
- Manage and maintain filing for the Regional Office.
- Preparation of monthly Regional Report for Senior Management based upon Supervisor input.
- Compile provincial Senior Management reports into binders for Supervisors.
- Distribute data, i.e. memos, minutes, performance summary, for Information Center boards to the regional offices/sites.
- Coordination of the Regional Manager.
- Compile and manage vacation schedule calendar for the Regional Management and Administrative members.
- Receive members of the public, sales people and other visitors to the Regional Office
- Provide support for Supervisors, Special Projects, and Operational Strategic Initiatives as needed, i.e. answer questions, take minutes, attend meetings, and copy information.
- Assist with compiling regional reports as requested by support office.
- Collect, review and file Daily Vehicle Checklists
- Enter mileages from the Daily Checklists using the Enrich system
- Verify vehicle equipment attachments and update Enrich.
- Prepare visa statement reports for the Regional Manager and Fleet\Physical Resources
- Supervisor (Regional Ghost Account).
- Assist with the annual budget submission.
- Order and maintain office supplies, following the EMC purchasing guidelines.
- Maintain accurate Petty Cash records for Regional Office.
- Type meeting minutes for Supervisor, staff, OHS, L&M meetings and others as needed
- Required to take minutes during Supervisor meetings or as assigned by the RM. For all other meetings the Supervisors or Committee Chairs will forward notes to be typed.
- Provide some paramedic support through direction to the appropriate department.
- File Regional Payroll Records.
- Assist in compiling payroll audit information
- Compile regional data for yearly DHA report.
- Fax drug breakage incident reports to Q&L dept.
- Compile annual report of all students within the region. Noting their program and school.

QUALIFICATIONS AND REQUIREMENTS:

- Education & Experience:_
- Minimum Grade 12 and one-year business college course and five years related experience or equivalent combination of education and experience.
- Require extensive knowledge of the policies, structure and functions of internal administrative systems and pr