Administrative Assistant to Manager

Nova Scotia Health Authority; Halifax; Hybrid; CAD 33,000 - 40,000; Full time

Job summary

IWK Health is seeking an Administrative Assistant to provide confidential high-level support to Policy, Nursing Professional Practice and Interprofessional Clinical Services in Halifax, NS. You will contribute to day-to-day operations, coordinate meetings, and assist with payroll and documents.

Qualifications include a High School Diploma or GED, a Secretarial/Office Administration Diploma, and 6 months of related experience.

Qualifications

• Minimum High School Diploma or GED required.
• Graduate of a recognized Secretarial/Office Administration Diploma Program required.
• Minimum six (6) months experience in a related administrative role required.
• Advanced working knowledge of Windows, Word, Excel, Power Point, Outlook and Database Programs.
• Keyboarding skills minimum of 40 w.p.m. required.
• Experience in a related administrative/secretarial role an asset.
• Experience taking and producing minutes an asset.
• Experience organizing meetings, conferences, and recruitment processes a plus.
• Ability to maintain confidentiality and work with minimal supervision.

Responsibilities

• Coordinate and schedule meetings; manage room bookings.
• Payroll duties and administrative support to managers.
• Draft, proofread, and format correspondence and reports.
• Develop spreadsheets and documents as needed by managers.
• Assist with typing and transcription of reports.

Skills

Typing 40 wpm

Windows OS

MS Word

MS Excel

MS PowerPoint

MS Outlook

Database skills

Administrative experience

Education

High School Diploma or GED

Secretarial/Office Administration Diploma

Job description

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Req ID: 225512
Department/Program: Nursing Practice and Clinical Supports , Professional Practice
Location:Halifax
Type of Employment: Permanent Hourly FT ( 100% FTE) x 1 position(s)
Start Date: ASAP
Union Status: Non-union , Management/Non Union Bargaining Unit
Compensation: $ 24.2932 - $ 29.7592 /hour
Closing Date: August 28, 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

Reporting to the Manager, Policy and Nursing Enhancements and Manager of Interprofessional Clinical Services, the Administrative Assistant provides confidential high-level administrative support to the work conducted in Policy, Nursing Professional Practice and Interprofessional Clinical Services, and maintains a high degree of confidentiality with all issues. The incumbent contributes to a high functioning team environment and provides strong administrative and organizational support for the day-to-day operations of the manager portfolios.
Responsibilities include but are not limited to: coordination and scheduling of meetings and completing room bookings as required; payroll duties; creating written correspondence and proofreading/editing materials for accuracy; developing excel spreadsheets and other documents as needed by managers; assisting in typing/transcribing/developing reports; providing administrative support to committees chaired by the managers; organizing and maintaining electronic and hard copying filing systems including personnel files and recruitment processes; supporting recruitment and human resource initiatives; answering telephone/e-mail inquiries and communicating messages and information accurately with follow up; organizing awards, scholarships, and professional development funding; supporting nursing licensure checks annually; facilitating staff onboarding requirements; supporting administrative duties for the Nurse Residency Program, Co Op Students, and the Undergraduate Student Nurses.

Hours of Work

Monday to Friday, 75 hours bi-weekly; on-site

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Graduate of a recognized Secretarial/Office Administration Diploma Program required.
• Minimum six (6) months experience in a related administrative role required.
• An equivalent combination of education and experience may be considered for this position.
• Advanced working knowledge of computers required, including Windows, Word, Excel, Power Point, Outlook and Database Programs
• Keyboarding skills minimum of 40 w.p.m. required
• Experience in a related administrative/secretarial role an asset.
• Experience taking and producing minutes an asset.
• Basic knowledge of accounting skills an asset.
• Experience in office scheduling/booking meetings an asset
• Experience organizing case conferences, meetings, guest visits and teleconferences preferred
• Demonstrated excellent organizational and interpersonal skills, attention to detail, initiative and able to work with minimal supervision preferred.
• Experience in a related role, in a health care environment preferred
• The ability to maintain confidentiality is essential
• Competencies in other languages an asset.
• Please note: Keyboarding and IT Testing may be conducted on short listed candidates (i.e. typing speed, Microsoft Office documents, etc.)

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.

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