Administrative Assistant – Director – Pathology & Laboratory Medicine

February 26, 2021 Administrative

Job Overview

Job title: Administrative Assistant – Director – Pathology & Laboratory Medicine

Company: Nova Scotia Health Authority

Job description: Req ID: 106885
Location: Eastern Zone, Cape Breton Regional Hospital
Company: NSHA
Department: PLM Laboratory Services Admin EZ
Type of Employment: Permanent Hourly PT (50% FTE) x 1 position(s)
Union Status: Management/Non Union MGMT/NON-Union
Posting Closing Date: 9-Mar-21

Applications are accepted until 11:59 PM on the Closing Date.

Nova Scotia Health Authority is the largest provider of health services in Nova Scotia. We are over 22,000 employees who provide health care and support services in hospitals, health centres and community-based programs throughout Nova Scotia.

Nova Scotia Health Authority provides health services to Nova Scotians and some specialized services to Maritimers and Atlantic Canadians. We operate hospitals, health centres and community-based programs across the province. Our team of health professionals includes employees, doctors, researchers, learners and volunteers that provide the health care or services you may need. This is accomplished across four geographic management zones which are responsible for the operation of acute care health centres and the provision of a variety of inpatient, outpatient services including academic, tertiary, quaternary care and community based programs and services including continuing care, primary health care, public health, and mental health and addictions.

Responsibilities

The Administrative Assistant is responsible for providing comprehensive administrative support to the Director by effectively coordinating the day-to-day operation of the Director’s office. The position coordinates all administrative activities, establishes administrative procedures and guidelines and acts as a liaison with the administrative assistants within the portfolio and across the health authority. This position provides additional support to individuals, committees or working groups as assigned, as well as supports other members of the Pathology & Laboratory Leadership Group as required.

Act as the first point of contact for the office of the Director; handle routine inquiries, redirecting as necessary. Act as liaison between the offices of the Director, other Directors, Senior Director, other Senior Directors, Executive Directors, Vice Presidents, and other members of the executive team, Director related to Pathology and Laboratory Medicine.

Specific Responsibilities Include:

Schedule and prioritize the Director’s calendar, including what matters may be referred to others, gather and provide background material as required.
Initiate a wide variety of meetings and events, prepare accompanying documentation, attend meetings as required, prepare and circulate minutes, and organize all meeting logistics and is competent in the use of meeting technologies.
Organize travel and accommodation requirements and prepare travel request submissions and expense claim reports.
Initiate and compose routine correspondence, administrative practice and guideline documents including preparation, edit and proofread documents submitted for the Director’s review, approval and/or signature
Track and coordinate various issues and projects within the Director’s portfolio, which includes develop and maintain electronic follow-up, tracking and bring forward systems to ensure requests and inquiries are handled.
Prepare, receive and process for approval and submission timesheets and other human resource requirements (vacation requests, performance appraisals, etc.) for the Director and his/her direct reports including establishing and maintaining appropriate electronic and paper files

Qualifications

Post-Secondary diploma in a recognized office administration, business administration or secretarial program
Undergraduate degree is an asset
Minimum of 5-7 years of progressively responsible experience, providing administrative support and office coordination at the executive level, preferably within healthcare and within an integrated service model provided throughout several locations with multiple partners and stakeholders
International Association of Administrative Professionals (IAAP) certification is an asset
Excellent communication, interpersonal, prioritizing and organizational skills are required.
Demonstrated competencies requiring advanced skills and abilities in all facets of modern office practices and technology and with information and meeting technologies
Experience utilizing technology in meeting planning to create efficiencies and streamline tracking and retrieval of information.
Excellent organizational and time management skills
Occasional travel throughout the province will be required
Competencies in other languages as asset, French preferred
Successful external applicants are required to provide a criminal record check (including Vulnerable Sector Search) to People Services before starting employment and assume any associated costs as a condition of employment.

PLEASE NOTE: Applicants relying on education and experience equivalencies must clearly state such equivalencies in their cover letter, resume, or application. Additionally, candidates will not be considered for an interview if applications are incomplete or are missing information

Hours of Work

Permanent Part Time (50%) Position; 37.5 hours bi-weekly

Salary Information

Administrative Assistant

$21.5442 – $25.2457 hourly

Thank you for your interest in this position. Only those applicants selected for an interview will be contacted. Typically interviews are held within three to four weeks of the closing date.

Successful external applicants will be required to submit the below documents and assume any associated costs as a condition of employment. Additional documentation such as banking & proof of identity will be included in your offer letter.

Criminal Record Check
Proof of education & training certifications
Proof of any additional required qualification
Valid registration with the relevant licensing body
Submission of immunization record along with health assessment documentation
Proof of SIN number

Hiring Process will depend on the timeliness of delivering the above. This is a Management/Non Union bargaining unit – MGMT/NON-Union position. Preference is given to bargaining unit employees for unionized positions. Nova Scotia Health Authority is proud to provide a smoke free and scent free environment. Only online applications are accepted.

Nova Scotia Health Authority (NSHA) 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. Our priority groups are Aboriginal People, African Nova Scotians, Persons with Disabilities and Recent Immigrants. Members of these groups are welcome to apply and self-identify if they wish to be considered under our Employment Equity policy.