Administrative Assistant to Director, Quality, Patient Safety and Patient Experience

IWK Health; Halifax; On-site; CAD 45,000 - 60,000; Full time

Job summary

A health sciences centre in Halifax seeks an experienced Administrative Assistant to provide comprehensive administrative support to leadership. Responsibilities include maintaining confidentiality, organizing electronic files, and assisting in budget tracking. Ideal candidates have a high school diploma, office administration training, and significant experience in a similar role, preferably in a healthcare environment.

Qualifications

• Minimum of three (3) to five (5) years of experience providing administrative support.
• Demonstrated competency in modern office practices.
• Experience in a health care environment is an asset.

Responsibilities

• Provide administrative support to the Director and teams.
• Assist with budget tracking and monitor financial expenditures.
• Maintain a high degree of confidentiality.

Skills

Keyboarding skills (40-60 wpm)

Excellent judgment and discretion

Time management and problem-solving

Organizational and communication skills

Familiarity with Microsoft Office and SAP

Education

High School Diploma or GED

Graduate from recognized Office Administration Program

Tools

Excel

Microsoft Office

Outlook

Zoom

SAP

Job description

Overview

IWK Health is an 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. We are committed to training and mentorship opportunities and to supporting patients, families and communities with a focus on equity and inclusion. This is a Management/Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions and for internal applicants.

The Opportunity

Accountable to the Director, Quality, Patient Safety and Patient Experience, the Administrative Assistant provides administrative support to the Director and teams reporting to the Director and maintains a high degree of confidentiality with all issues. Responsibilities include, but are not limited to:

• Creating written correspondence and proofreading/editing material for accuracy;
• Typing/transcribing reports and distributing accordingly;
• Providing administrative support to committees chaired by the Director;
• Providing logistical support for travel and event planning including coordinating logistics, travel, booking and expense recovery;
• Organizing and maintaining electronic filing system including personnel files and recruitment processes;
• Assisting with budget tracking and monitoring financial expenditures, as appropriate;
• Assisting in the development of reports, including gathering and compiling information;
• Answering telephone/e-mail inquiries and communicating 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.

Hours of Work

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

Your 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, Zoom) (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.

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation. Please discuss your needs when invited to the assessment process.

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.

If you are an employee of IWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.