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Req ID: 142879

Company: Nova Scotia Health

Location: Provincial Zone, Cape Breton Regional Hospital

Department : MHA NS Dir Mental Health Policy & Plan

Type of Employment: Permanent Hourly FT ( 100% FTE) x 1 position(s)

Status: MGMT/NON-Union Management/Non Union Position

Posting Closing Date: 1-Nov-22

Nova Scotia Health is the largest provider of health services in Nova Scotia, with some specialized services also offered to clients throughout Atlantic Canada. We're on a mission to achieve excellence in health, healing and learning through working together, which is reflected in the hospitals, health centres and community-based programs we operate across the province. Our passionate team of professionals provides a variety of high-quality inpatient and outpatient services including academic, tertiary, and quaternary care, as well as continuing care, primary health care, public health, and mental health and addictions. Join a diverse team of innovators, collaborators and creative thinkers today.

Nova Scotia Health employs professionals in all corners of our beautiful province. We believe there's a place here for everyone to call home, from vibrant cities with exuberant nightlife to quaint towns with picturesque trails. The work-life balance that comes with an Nova Scotia Health role means you'll have the time to explore, discover, and participate in that coveted Atlantic lifestyle. Visit us today and check out to see why more people from across the globe are moving here.

About The Opportunity

The Administrative Assistant is responsible for providing comprehensive administrative support to the Director by effectively coordinating the day-to-day operation of the Director's office. The position coordinates all administrative activities, establishes administrative procedures and guidelines and acts as a liaison with the administrative assistants within the portfolio and across the health authority. This position provides additional support to individuals, committees or working groups as assigned, as well as supports other members of the MHAS Leadership Group as required. This position works closely with the Administrative Assistant to the Senior Director, MHAS.

Act as the first point of contact for the office of the Director and MHAS Leadership Group; handle routine inquiries, redirecting as necessary. Act as liaison between the offices of the Director, other Directors, Senior Director, other Senior Directors, Executive Directors, Vice Presidents, and other members of the executive team, and the Office of Addictions and Mental Health and Department of Health & Wellness.

Specific Responsibilities Include

  • Schedule and prioritize the Director's calendar, including what matters may be referred to others, gather and provide background material as required.
  • Initiate a wide variety of meetings and events, prepare accompanying documentation, attend meetings as required, prepare and circulate minutes, and organize all meeting logistics and is competent in the use of meeting technologies.
  • Organize travel and accommodation requirements and prepare travel request submissions and expense claim reports.
  • Initiate and compose routine correspondence, administrative practice and guideline documents including preparation, edit and proofread documents submitted for the Director's review, approval and/or signature
  • Track and coordinate various issues and projects within the Director's portfolio, which includes develop and maintain electronic follow-up, tracking and bring forward systems to ensure requests and inquiries are handled.
  • Prepare, receive and process for approval and submission timesheets and other human resource requirements (vacation requests, performance appraisals, etc.) for the Director and his/her direct reports including establishing and maintaining appropriate electronic and paper files

Under the guidance of the Director and other team members, the Administrative Assistant will prepare PowerPoint presentations, create organizational charts, and coordinate tracking of project spending using SAP.

About You

  • Post-Secondary diploma in a recognized office administration, business administration or secretarial program
  • Undergraduate degree is an asset
  • Minimum of 5-7 years of progressively responsible experience, providing administrative support and office coordination at the executive level, preferably within healthcare and within an integrated service model provided throughout several locations with multiple partners and stakeholders
  • International Association of Administrative Professionals (IAAP) certification is an asset
  • Excellent communication, interpersonal, prioritizing and organizational skills are required.
  • Demonstrated competencies requiring advanced skills and abilities in all facets of modern office practices and technology and with information and meeting technologies
  • Experience utilizing technology in meeting planning to create efficiencies and streamline tracking and retrieval of information.
  • Excellent organizational and time management skills
  • Competencies in other languages as asset, French preferred
  • Successful external applicants are required to provide a criminal record check (including Vulnerable Sector Search) to People Services before starting employment and assume any associated costs as a condition of employment.

PLEASE NOTE: Applicants relying on education and experience equivalencies must clearly state such equivalencies in their cover letter, resume, or application. Additionally, candidates will not be considered for an interview if applications are incomplete or are missing information


  • Permanent Full Time position; 75 hours bi-weekly

Compensation and Incentives

$22.31 - $27.88 Hourly

Once You've Applied

Thank you for your interest in this position. Only those applicants selected for an interview will be contacted.

This is a Management/Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Employees are encouraged to view their seniority hours and dates in their SuccessFactors online profile. 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.

As per the COVID-19 Mandatory Vaccination Protocol in High-Risk Settings, Nova Scotia Health requires all team members to be fully vaccinated by November 30th, 2021.

Nova Scotia Health is committed to being a workforce that is free of discrimination, values diversity and is representative, at all job levels, of the people we serve. We encourage all qualified applicants who self-identify as Indigenous, Black/African Nova Scotian, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply and self-identify.

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