Central Adult Protection Administrative Assistant (Clerk 3)

at  Province of Nova Scotia

Department: Seniors and Long-Term Care
Location: HALIFAX
Type of Employment: Permanent
Union Status: NSGEU - NSPG
Closing Date: 25-Jun-24 (Applications are accepted until 11:59 PM Atlantic Time)

ABOUT US

The Department of Health and Wellness offers opportunities to grow and advance in a dynamic sector that touches the lives of all Nova Scotians. Along with our partners, including the Nova Scotia Health Authority and the IWK Health Centre, we are committed to continually improving our health care system. With a focus on collaborative primary health care, continuing care, improved supports for mental health and addictions, digital health, capital infrastructure, and more, the department is thinking differently about how to plan, fund, legislate and monitor to improve access and service delivery. To do this, we’re recruiting leaders at all levels of the organization who embrace a challenge and believe in their ability to make a difference.

PRIMARY ACCOUNTABILITIES

As the Administrative Assistant, your ability to ability to multitask and deal with changing priorities will help keep our team on track. You will use your excellent coordination skills to schedule and organizing meetings, manage calendars and maintain inventory. A few of your other key responsibilities will include:

• Maintaining, updating, and entering information for Social Worker case activity and records.
• Ensuring a high degree of confidentiality in all work and in accordance with the Personal Health Information Act (PHIA)
• Completing various administrative and data processing tasks and preparing reports, spreadsheets, and letters in an accurate and timely manner.
• Maintaining an accurate hard copy and electronic filing system for documents according to STAR/STOR requirements.
• Collecting, compiling, verifying, and recording a variety of client statistical information
• Proficient in creating graphs and tables to represent statistical data collected.
• Providing support and troubleshooting for staff with regards to Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, etc.) and Seascape
• Providing to customer service and client support, resolving queries and questions, and serving as a resource for the Director and staff.

QUALIFICATIONS AND EXPERIENCE

As the next Administrative Assistant, you will have a minimum of four (4) years of related experience in an office administration and/or coordination environment.
Essential to your success in this role is your demonstrated experience with managing and collecting statistical information, preparing accurate and timely correspondence, and maintaining records. Attention to detail is critical as you verify various statistical information. You must have good client service skills and effective organizational and communication skills, verbal and written. You must be organized and demonstrated ability to use a variety of computer applications. You enjoy learning new processes and are known to display initiative in streamlining processes to enhance business requirements. You are a self-motivated individual who works both independently with minimal supervision and participates fully as an effective team player.
Proficiency with Word, Excel, and Outlook (or equivalent) as well as Database Management is required as you work with multiple spreadsheets and database systems. Assets include knowledge of services offered by the Department, familiarity with STAR/STOR, and Seascape.
We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

• Maintaining, updating, and entering information for Social Worker case activity and records.
• Ensuring a high degree of confidentiality in all work and in accordance with the Personal Health Information Act (PHIA)
• Completing various administrative and data processing tasks and preparing reports, spreadsheets, and letters in an accurate and timely manner.
• Maintaining an accurate hard copy and electronic filing system for documents according to STAR/STOR requirements.
• Collecting, compiling, verifying, and recording a variety of client statistical information
• Proficient in creating graphs and tables to represent statistical data collected.
• Providing support and troubleshooting for staff with regards to Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, etc.) and Seascape
• Providing to customer service and client support, resolving queries and questions, and serving as a resource for the Director and staff