Admin Assistant to Director, Quality & Patient Experience

Nova Scotia Health Authority; Halifax; Hybrid; CAD 39,000 - 47,000; Full time

Job summary

IWK Health in Halifax is seeking an Administrative Assistant to the Director, Quality, Patient Safety and Patient Experience. You will provide high-level administrative support to the Director and teams, handling confidential matters with discretion and accuracy.

Responsibilities include drafting correspondence, transcribing reports, coordinating travel and events, maintaining electronic files, assisting with budgets and reports, and handling inquiries with professionalism.

Qualifications

• Minimum High School Diploma or GED required.
• Graduate from a recognized Office Administration Program required. An equivalent combination of training education and experience can be considered.
• Minimum of three (3) to five (5) years of progressively responsible experience providing administrative support and office coordination, preferably at the senior leadership level.
• Keyboarding skills minimum of 40 wpm required, 60 wpm is preferred (testing may be conducted on candidates).
• Demonstrated competency and skills using modern office practices and information/meeting technologies (including Excel, Microsoft Office, Outlook, SAP) (testing may be conducted on candidates)
• Experience with managing payroll entry and monthly financial reports an asset.
• Experience with WebCT and, DSS an asset.
• Experience utilizing technology for meeting planning to create efficiencies and streamline tracking and retrieval of information.
• Excellent judgment and discretion in handling confidential and/or sensitive information.
• Proven time management and problem-solving skills required.
• Demonstrated strong organizational, communication and interpersonal skills required.
• Demonstrated initiative, self-motivation and ability to work independently with minimal supervision required.
• Demonstrated high regard for quality, accuracy and attention to detail required.
• Demonstrated ability to function effectively in a stressful environment with multiple deadlines and concurrent activities.
• Previous experience in a health care environment an asset.
• Competencies in other languages considered an asset.

Responsibilities

• Creating written correspondence and proofreads/edits material for accuracy.
• Types/transcribes reports and distributes accordingly.
• Provides administrative support to committees chaired by the Director.
• Provides logistical support for travel and event planning including coordinating logistics, travel, booking and expense recovery.
• Organizes and maintains electronic filing system including personnel files and recruitment processes.
• Assists with budget tracking and monitors financial expenditures, as appropriate.
• Assists in the development of reports, including gathering and compiling information.
• Answers telephone/e-mail inquiries and communicates messages and information accurately with follow-up, as appropriate.
• Other related duties as assigned.
• The Administrative Assistant also provides high quality administrative support to the Teams reporting to the Director and provides organizational support to teams and committees as assigned.

Skills

Administrative support

Communication skills

Discretion and confidentiality

Time management

Independence

Education

High school diploma or GED

Office Administration program certificate

Tools

Excel

Microsoft Office

Outlook

SAP

Job description

IWK Health in Halifax is seeking an Administrative Assistant to the Director, Quality, Patient Safety and Patient Experience. You will provide high-level administrative support to the Director and teams, handling confidential matters with discretion and accuracy.

Responsibilities include drafting correspondence, transcribing reports, coordinating travel and events, maintaining electronic files, assisting with budgets and reports, and handling inquiries with professionalism.