Administrative Assistant (Secretary 3)

Department: Health Professionals Recruit

Location: HALIFAX

Type of Employment: Permanent

Union Status: Exclusion - Non Union - NSPG

Closing Date: 27-Jun-24 (Applications are accepted until 11:59 PM Atlantic Time)

The role of the Office of Healthcare Professionals Recruitment (OHPR) is to put a laser focus on the collective efforts of government and other organizations that help bring healthcare professionals to Nova Scotia and help them to put down roots in our communities. The thousands of professionals working in healthcare in Nova Scotia are a cornerstone of a strong healthcare system.

Our work is significant in terms of importance and scope. It is work we cannot do alone, and we’ll work with a broad range of partners to understand what is working well and where we can make things better. Collaboration is not just a buzzword here.

Our team at the is small but mighty. Whether it’s driving policy changes or working with our partners to boost capacity, we will continue to evolve and think about our impact. We’re developing long term strategy while maintaining focus on action and demonstrating results.

Are you passionate about Nova Scotia being a top choice for healthcare professionals?

Are you excited by government’s commitment to health system transformation and the opportunity to play a role in shaping the future of health workforce?

Do you thrive on rolling up your sleeves and getting things done?

Are you energized by efficiency and able to roll with change? Do you thrive in a fast-paced environment where collaboration with partners is critical?

Do you have sound judgement with an eye for identifying potential issues and an ability to prioritize urgencies?

If you are a master multitasker with excellent communication skills and a professional work ethic, then we would like to invite you to read further.

As an Administrative Assistant, you will provide senior administrative support to the Senior Executive Director. You are essential to the effective management, coordination and efficient operation of the office and a critical member of our team, helping to keep our office operations running smoothly.

If you are ready for the challenge, we need your help to not only increase the number of health-care professionals working in the province and their equitable representation, but also to retain those already working here.

We count on your expertise to ensure efficient operations of administrative support functions through effective office management. Working in a fast paced, highly collaborative, and continuously evolving environment you are highly adaptable. You will ensure the effective coordination, and efficient operations of the office through your expertise and excellent client services. You will act as the liaison for staff, other government departments (federal, provincial, and territorial) as well as external stakeholders in a highly confidential environment.

A few of your key responsibilities will include:

• Managing the Senior Executive Director’s schedule;
• Preparing confidential letters, Ministerial Correspondence, briefing note materials, reports, presentations and documentation on behalf of senior leadership;
• Managing agendas, including minutes and following up on actions;
• Routing and prioritizing all incoming mail, inquiries, and correspondence;
• Coordinating travel and accommodations, as required;
• Coordinating the division’s budget, monitoring forecast documents;
• Arranging meetings and events; and
• Ensuring constant innovation and administrative process improvements.

In addition to the above, you will work to ensure efficient work flow is achieved by managing numerous operational processes, such as bring forward and workflow monitoring systems and correspondence processing.

This may be the right opportunity for you if you have successfully completed an office administration program with 4 years of related experience or the equivalent combination of training and experience.

You possess a broad range of knowledge relating to the functions, activities, policies and practices of executive government offices. You are dedicated to high standards of quality with proven initiative, integrity, judgement, decision making abilities, and communication skills (verbal and written). You are self motivated, resourceful, reliable and have a high degree of organizational skills, which are required to determine priorities with minimal supervision in a busy environment. You are experienced in building relationships with a variety of stakeholders and other levels of government.

Essential skills include advanced computer skills using Microsoft Office (Word, PowerPoint, Outlook and Excel) and efficient office management practices. Familiarity with SAP, Ariba, and/or Flextrack systems would be considered assets.

A high degree of confidentiality, sensitivity, discretion and judgement are essential. You must be able to effectively respond to high volumes of work and work independently with minimal supervision.

You value the concepts of equity, diversity, and inclusion in all areas of your work. You are a self-motivated individual who participates fully in a team environment where ideas and innovation are embraced.

Leadership competencies required at this level of work are: Analytical Thinking, Adaptability and Flexibility, Attention to Detail, Client Orientation, Effective Interactive Communication, Initiative, and Intercultural and Diversity Proficiency.

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.

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

The Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs. For information on all our Benefit program offerings, click here: Benefits for government employees.

Most of your time is spent in a comfortable office setting. Your normal work week is 35 hours/week, 7 hours/day. You may be required to work overtime on occasion. Occasionally you may need to move or lift objects such as boxes, inventory, or files.

• Career development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career
• Engaging workplace: our employees feel valued, respected, connected, and tuned in, we have forward-thinking policies and strategies
• Countless career paths
Department specific flexible working schedules

Pay Grade: EC 05

Salary Range: $1,940.61 - $2,425.76 Bi-Weekly

Employment Equity Statement:

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

Current government employees may access this posting through the link below:

PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.