Administrative Assistant to Manager, Neonatal Care Team

at  IWK Health Centre

COMPANY : IWK HEALTH

Req ID: 196764
Department/Program: Neonatal Care Team (Neonatal Intensive Care Unit and Perinatal Follow Up Program), Women & Newborn Health Program
Location: Halifax
Type of Employment: Temporary Hourly FT long-assignment (100% FTE) approximate eighteen (18) month long assignment x 1 position(s)
Start Date: May 1, 2025
Union Status: Non-union, Management/Non Union
Compensation: $22.3405 - $27.9257 /hour
Closing Date: February 7, 2025 (Applications are accepted until 23:59 Atlantic Time)

THIS IS NOT A DESIGNATED POSITION; HOWEVER, PREFERENCE WILL BE GIVEN TO QUALIFIED CANDIDATES WHO SELF-IDENTIFY AS INDIGENOUS, BLACK/AFRICAN NOVA SCOTIANS, PERSONS OF COLOUR, IMMIGRANTS/NEWCOMERS, PERSONS WITH DISABILITIES, AND/OR 2SLGBTQIA+. PLEASE SELF-IDENTIFY ON YOUR APPLICATION.

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.

YOUR QUALIFICATIONS

• Minimum of a High School Diploma or G.E.D. required
• Graduate from a recognized Secretarial or Office Administration diploma program required
• Minimum three (3) years’ experience providing administrative/secretarial support to management-level experience required
• A combination of education, training, and progressively responsible experience in a Health Care environment may be considered.
• Demonstrated advanced working knowledge of MS Office programs required.
• Minimum keyboarding speed of 60 w.p.m.
• Demonstrated knowledge of medical terminology an asset
• Demonstrated initiative, self-motivation and ability to work with a minimum of supervision
• Demonstrated understanding of Family Centred Care
• Demonstrated understanding of confidentiality and privacy related to patient information
• Proven attention to detail, excellent organization, prioritization, and analytical skills required
• Team player with strong interpersonal skills and flexibility in meeting workload demands required
• Demonstrated competency in SuccessFactors preferred
• Competency in other languages 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 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

• Coordinates and schedules appointments upon direction and assembles/prepares background material upon request
• Provides administrative support for the Human Resource needs of the unit including posting positions, completing paperwork, checking references, and arranging interviews
• Provides administrative support to committees and coordinates logistics for meetings, including room bookings
• Maintains team communication including meeting agendas and minutes
• Maintains team communication via answering phone calls, relaying messages amongst team members
• Updates team documents (call lists, phone lists, skills mix)
• Coordinates unit mailing needs
• Drafts correspondence for team and reviews, proofreads, and edits material for accuracy
• Establishes and maintains a variety of information systems (filing, financial records, policies/procedures, etc.)
• Manages general office operations (supplies, equipment maintenance, environmental services, etc.)
• Arranges travel/accommodations, preparing travel request submission and claim expense reports
• Assumes administrative responsibilities for ad-hoc projects and special functions as assigned
• Other related duties as assigne