Administrative Assistant to Director of Public Health

February 26, 2021 Health

Job Overview

Job title: Administrative Assistant to Director of Public Health

Company: Nova Scotia Health Authority

Job description: Req ID: 106645
Location: Flexible within the Northern Zone – Truro or Amherst
Company: NSHA
Department: PH Public Health NZ
Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)
Union Status: Management/Non Union MGMT/NON-Union
Posting Closing Date: 3-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 Public Health Director, Northern Zone by effectively coordinating the day-to-day operation of the Director and Public Health Managers across the Northern Zone offices. 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. The Administrative Assistant provides leadership to the administrative assistants within the portfolio in terms of all administrative activities, procedures and guidelines to enable consistency and standardization across the portfolio. The position is responsible for the development and mentorship of the administrative assistants within the portfolio. This position provides additional support to individuals, committees or working groups as assigned, as well as supports other members of the Public Health Leadership Group on occasion. This position works closely with administrative assistants in other zones and provides back up as required in support of the Public Health Leadership Group.

Qualifications

Post-Secondary diploma in a recognized office administration, business administration or secretarial program
Undergraduate degree is an asset
International Association of Administrative Professionals (IAAP) certification is an asset
A 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.
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.
Experience utilizing technology in meeting planning to create efficiencies and streamline tracking and retrieval of information.
Ability to deal with a variety of contacts and large volumes of information, both in electronic and hard copy format
Ability to organize and coordinate, while being attentive to detail
Frequent and prolonged use of technology
Ability to work under pressure with regular time constraints
Environment can be stressful, with a high level of mental and visual concentration required due to an environment where frequent interruptions, multiple priorities, deadlines and concurrent activities are the norm
Some travel throughout the Province is required
A valid Driver’s License and access to a reliable vehicle
Competencies in other languages an asset, French preferred.
Successful Applicants are required to provide a criminal record check (including Vulnerable Sector Search) to People Services before starting employment and assume any additional 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, Full-time position; 75 hours bi-weekly

Additional Location Information

The site/location will be determined based on the successful applicant, once identified.

There is an option to work from home or to work at the local Public Health office in either Truro or Amherst.

Salary Information

$21.5442 – $26.9303 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.