Administrative Assistant – Primary Health Care

Job title: Administrative Assistant – Primary Health Care

Job description: ​Req ID: 168177

Company: Nova Scotia Health

Location: Northern Zone, Flexible within the Zone

Department: PHC NZ LA Family Practice & CDM

Type of Employment: Temporary Hourly FT short-assignment (100% FTE) x 1 position(s)

Status: Management/Non Union Position

Posting Closing Date: 15-Nov-23

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.

Nova Scotia Health employs professionals in all corners of our beautiful province. We believe there’s a place here for everyone to call home, from vibrant cities with exuberant nightlife to quaint towns with picturesque trails. The work-life balance that comes with an Nova Scotia Health role means you’ll have the time to explore, discover, and participate in that coveted Atlantic lifestyle. Visit us today and check out to see why more people from across the globe are moving here.

About the Opportunity

The Administrative Assistant provides confidential administrative and operational support to the Director of Primary Health Care, Chronic Disease and Wellness, and Family Practice; and the Department Head for Family Practice, both in the Northern Zone, NSH, by effectively coordinating their day-to-day operations. The position is responsible for developing, coordinating and follow-up of information to and from the Director, Primary Health Care with staff, other NSH departments/programs, provincial government departments, and external individuals and partner agencies. This position requires a mastery of general office and organizational skills to ensure overall efficiency. A high degree of confidentiality, sound judgment, and professionalism in view of dealing with the health and human resource related issues is essential.

The Primary Health Care (PHC) system is the foundation of the health system and is at the center of a community-based health care system. The PHC portfolio works to support the development of new infrastructure to move the delivery of care beyond the traditional institution to a wide range of community-based delivery sites- schools, workplaces, home, shopping malls, etc. Working with a variety of system and community partners, health education, promotion, prevention, rehabilitation, and support for treatment of illness and injury are critical components of the work the portfolio engages in.

The incumbent functions as the primary point of contact for the Director and Department Head as it related to administrative and operational functions including but not limited to calendar management, financial reporting, meeting and working group support, and general office administration. The incumbent also works to support the management of workflow related to the Primary Health Care portfolio enabling the Director and Department Head to focus on goals and objectives of the department. This position provides additional support to other team members within the Primary Health Care portfolio as required, in addition to zone and provincial committees or working groups as assigned.

About You

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

• Grade 12 plus graduate of a recognized office administration program/business program/secretarial program and/or a combination of education, training and progressively responsible experience
• Undergraduate degree is an asset
• International Association of Administrative Professionals (IAAP) certification is an asset
• A minimum of 5 years of progressively responsible experience, providing administrative support and office coordination at the senior level, preferably within healthcare and within an integrated service model provided throughout several locations with multiple partners and stakeholders
• Excellent communication, interpersonal, prioritizing and organizational skills
• Demonstrated competencies requiring advanced skills and abilities in all facets of modern office practices and technology and with information and meeting technologies, and proficiency with integrated computer applications, specifically Microsoft Office, SAP and PeopleSoft
• Experience utilizing technology in meeting planning to create efficiencies and streamline tracking and retrieval of information
• Experience working in a hospital or health-related environment preferred
• Thorough knowledge of all aspects of Primary Health, its policies and procedures, as well a general knowledge of institutional policies and procedures, healthcare legislation, collective agreements and other portfolio’s services provided within Nova Scotia Health Authority
• The incumbent maintains an awareness of internal and external issues that may impact on the department/organization
• Works effectively during periods of high activity and with varying personality styles and tasks
• Relievable transportation is required as travel between sites may be required
• Competencies in other languages an asset, French preferred

** A skills test may be included as part of the selection process.

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

Hours

• Short Assignment, Full-time position; 75 hours bi-weekly
• Approximately 8 months
• Shifts may include evening, weekends and holidays

Compensation and Incentives

$22.98- $28.72 Hourly

Once You’ve Applied

Thank you for your interest in this position. Only those applicants selected for an interview will be contacted.

Preferred candidates must be able to demonstrate proof of primary series of COVID -19 vaccine at time of hire.

Nova Scotia Health is committed to being a workforce that is free of discrimination, values diversity and is representative, at all job levels, of the people we serve. We encourage all qualified applicants who self-identify as Indigenous, Black/African Nova Scotian, Persons of Colour, Foreign Nationals/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply and self-identify.

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