Job Description
Req ID: 161059
Department/Program: Provincial Preschool Autism Services, Children's Health Program
Location: Variable Across the Province (preference for Western, Eastern, Northern Zones)
Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)
Start Date: ASAP
Union Status: Non-union, Management/Non Union
Compensation: $21.5819 - $26.9775 /hour
Closing Date: 30 July, 2023 (Applications are accepted until 23:59 Atlantic Time)
IWK Health is a respected academic health sciences centre, 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 a higher proportion 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 Provincial Preschool Autism Service (PPAS) is a partnership between IWK Health (IWK), Nova Scotia Health (NSH), Hearing and Speech Nova Scotia (HSNS) and Autism Nova Scotia (Autism NS). Based upon an extensive review and engagement, autism services in Nova Scotia are in the process of transitioning to a needs-based model responsive to the individual needs of children and their families. It will provide person and family-centred services to preschoolers across Nova Scotia who are suspected of or have a diagnosis of autism. The new and enhanced services will include a greater number and range of interventions and supports available for children and families. Examples include: autism clinical intake and care coordination, family and health professional education, diagnostic assessments, QuickStart parent coaching toddler program, a 12-month intensive intervention for children with the greatest social communication and behaviour needs, autism interventions by interprofessional teams, and transition to school. The intent is to create an efficient, sustainable, and integrated continuum of health services for preschool age children with autism where services and supports are matched to the needs of children and their families.
Reporting to the Clinical Managers, Western, Eastern, and Northern Zone of the Provincial Preschool Autism Service, the Administrative Assistant provides high-quality administrative and organizational support to the Managers and other members of the team.
Responsibilities include, but are not limited to; Provides high-level support and maintaining a high degree of confidentiality with all issues; Effectively managing calendars and scheduling of meetings; Creating accurate written correspondence; Types/transcribes reports photocopying and distributes accordingly; Provides administrative support to committees chaired by the Managers. Provides logistic and organizational support for all meetings, including arranging travel, booking and expense recovery; Organizes and maintains electronic and hard copy filing systems; Maintains personnel files, completes job postings, and position requisitions, creates interview packages and coordinates and arranges for new hires; Coordinates scheduling and compilation of performance evaluations; Assists with budget tracking, monitoring of financial expenditures as required and coordination of reimbursements and payment of invoices; Assists in the development of reports, including gathering and compiling information; and answers telephone/e-mail inquiries and communicates messages and information accurately with follow-up, as appropriate. Other related duties as assigned. The Administrative Assistant will be supporting managers and teams across the Northern, Western, and Eastern Zones, and therefore requires exemplary technical skills to thrive in a virtual support model.
Monday - Friday, 75 hours bi-weekly
- Minimum High School Diploma or GED required.
- Graduate of a recognized Office Administration Program required.
- Minimum three (3) years experience providing administrative/secretarial support to management level required.
- Keyboarding skills of 60 wpm required; maximum four (4) allowable errors.
- Excellent judgment, diplomacy and discretion in handling confidential and/or sensitive information required.
- Demonstrated superior IT skills with a thorough working knowledge of Windows, Word, Excel, PowerPoint, Publisher, Outlook and Database Programs (SAP/MAP), Sharepoint, Zoom/MS Teams, required.
- Proven time management and problem-solving skills required.
- Demonstrated excellent organizational skills, strong communication (verbal and written) and interpersonal skills required.
- Proven ability to act decisively and to exercise a high degree of initiative and self motivation required.
- Ability to work independently with minimal direction and/or 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 required.
- Experience with SAP and MAP including monitoring monthly financial reports an asset.
- Previous experience in a healthcare environment an asset.
- Experience with DSS, MEDITECH, eSource, SIMS and Internet an asset.
- Competencies in other languages are 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. Additionally, as per Nova Scotia’s COVID-19 Vaccine mandate, any offer of employment will be conditional upon submitting proof of full vaccination status. Medical exceptions or any other kind of requested exception based upon the Health Centre’s obligations pursuant to the Nova Scotia Human Rights Code will be considered on a case-by-case basis
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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