Administrative Assistant, Garron Centre

Nova Scotia Health Authority; Halifax; On-site; CAD 33,000 - 41,000; Full time

Job summary

IWK Health in Halifax seeks an Administrative Assistant to provide high-level support to the Garron Centre, Reproductive Mental Health and Secure Care Unit, maintaining confidentiality. The role requires strong organizational and IT skills, with a focus on accuracy and timely information handling.

Responsibilities include creating correspondence, developing Excel spreadsheets, proofreading materials, supporting committees, arranging travel, maintaining filing systems, and assisting with

Qualifications

• University-level business administration degree or recognized office administration program.
• Minimum three years' experience supporting management; five years preferred.
• Demonstrated high regard for quality, accuracy and attention to detail.
• Ability to work independently with minimal direction and/or supervision.
• Excellent judgment and discretion in handling confidential and/or sensitive information.
• Proven time management and problem-solving skills.
• Demonstrated adaptability and flexibility.
• Strong interpersonal and communication skills; proficient with Microsoft Office.

Responsibilities

• Provides high-level administrative support to Clinical Managers of Garron Centre, Reproductive Mental Health and Secure Care Unit.
• Creates written correspondence, proofs/edits material for accuracy; develops Excel spreadsheets; transcribes reports; distributes materials.
• Provides support to committees chaired by Managers; arranges travel and expense recovery; coordinates schedules and logistics.
• Maintains electronic and hard copy filing systems including personnel files and recruitment processes.
• Supports recruitment and human resource initiatives; assists with budget tracking and financial reporting.
• Answers telephone and email inquiries with accurate follow-up.
• Coordinates day-to-day operations of teams and committees.

Skills

Office administration

MS Office

Communication skills

Time management

Discretion/confidentiality

Independent work

Attention to detail

Problem solving

Multilingual abilities

Education

University level Business Administration

Office administration program

Tools

EMERALD

MEDITECH

Outlook

WebCT

DSS

SAP

ESS

Job description

Req ID: 224941
Department/Program: Garron Center Child and Adolescent MH , Mental Health And Addictions
Location: Halifax
Type of Employment: TemporaryHourly FT long-assignment (100% FTE) for 1 year x 1position(s)
Start Date:September 2026
Union Status:Non-union, Management/Non Union Bargaining Unit
Compensation: $24.2932 - $29.7592 /hour
Closing Date: August 21, 2026 (Applications are accepted until 23:59 Atlantic Time)

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults and families each year across the Atlantic region. We have a team of approximately 4000 employees, physicians, volunteers and learners at sites across Nova Scotia . People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each other’s talent and celebrate our successes. We collaborate in modern facilities or virtually from home, align our work to our values , and enjoy access to enhanced benefits and wellness programs. We are proud to support our patients, families and communities and are grateful for the generous donor support we receive.

Promoting an anti-racist environment, and calling out discrimination as we work and provide care, is important to us. We are located in Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people. Working in Mi’kma’ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization. There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities who also have a long, deep, and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportions of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination, but have more work to do to build that trust, acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels.

The Opportunity

Accountable to the Clinical Managers, the Administrative Assistant provides high level support to the Clinical Managers of the Garron Centre, Reproductive Mental Health and the Secure Care Unit and maintains a high degree of confidentiality with all issues. The incumbent contributes to a high functioning team environment, and provides general administrative coverage in the absence of other support staff. Responsibilities include, but are not limited to: Creates written correspondence and proofreads/edits material for accuracy; ; developing Excel spreadsheets; Types/transcribes reports photocopying and distributes accordingly; Provides administrative support to committees chaired by the Managers; Provides logistic and organizational support for conference planning including arranging travel, booking and expense recovery; Organizes and maintains electronic and hard copy filing system including personnel files and recruitment processes; Support for recruitment and human resource initiatives; Assists with budget tracking and monitors financial expenditures, as required; 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 and organizational support for the day to day operations of the Teams such as coordinate schedules, maintains records and files, and provides organizational support to teams and committees.

Hours of Work

Monday to Friday; 7.5 hrs /day; 0800 – 1600

Your Qualifications

• Graduate of a University level Business Administration program or a recognized office administration program required
• Minimum three (3) years experience providing administrative support to management required; five (5) years preferred.
• A combination of education, training and progressively responsible experience may be considered.
• Demonstrated high regard for quality, accuracy and attention to detail required.
• Ability to work independently with minimum direction and/or supervision is essential.
• Excellent judgment and discretion in handling confidential and/or sensitive information
• Proven time management and problem-solving skills required.
• Demonstrated adaptability as well as flexibility is required.
• Must possess a strong business sense; understanding the business implications of decisions.
• Strong interpersonal and communication skills (written and oral), are essential. Demonstrated superior IT skills with a thorough working knowledge of Microsoft Office are required.
• Excellent judgment, diplomacy and discretion in handling confidential and/or sensitive materials is essential.
• Must have the ability to function effectively in a stressful environment where multiple deadlines and concurrent activities are the norm.
• Previous experience in a health care environment an asset.
• Experience with EMERALD, MEDITECH, Outlook, WebCT, DSS an asset.
• Experience with SAP and ESS including payroll entry and monthly financial reports as asset.
• Competencies in other languages considered an asset.

This is a Management/Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Successful applicants changing unions, bargaining units or employment status, are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and/or usage, prior to accepting the position.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials.

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