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Administrative Assistant (Secretary 2)

Date: Nov 16, 2020

Location: HALIFAX, NS, CA, B3J2R8

Company: The Government of Nova Scotia



Competition # : 27827 

Department: Health and Wellness

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU - NSPG 

Closing Date: 11/30/2020

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’re 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 need leaders at all levels of the organization who embrace a challenge and believe in their ability to make a difference.

About Our Opportunity


In this position, you provide comprehensive, confidential, independent executive level administrative support to the Long Term Care Branch of the Department of Health and Wellness. Reporting to the Director, Long Term Care, you will perform a wide range of moderately complex secretarial and office support duties for the Director and staff of the branch. You will also liaise regularly with the Health Authority, third-party administrators, clients, stakeholders, physicians, pharmacies and drug manufacturers. Key responsibilities include:


  • Contributing to the efficient operation of the branch by providing administrative support (typing, photocopying, faxing, scanning, data entry, reception, mail handling and supply maintenance);
  • Coordinating Ministerial and other correspondence for the Branch by reviewing and recording all incoming mail requests;
  • Coordinating the Director’s electronic calendar. This may include tasks such as coordinating/arranging meetings and travel accommodations, preparing agendas, taking minutes/notes, and ensuring senior leadership decisions are recorded;
  • Receiving, reviewing, and processing invoices for drug specific program reimbursement, contracts, physician and/or health authority staff to clarify invoices;
  • Maintaining committee income and expense spreadsheet and preparing invoices and payments for committee members;
  • Assisting with coordinating the division’s budget, monitoring forecast documents, ordering and receiving goods and processes invoices for payment.
  • Providing reception services for the Minister’s office on a rotational basis by recording and answering inquiries or routing inquiries to the appropriate staff; assessing the urgency of inquiries and initiating a course of action commensurate with the level of urgency.
Qualifications and Experience

This role requires the successful completion of a one-year secretarial course from a recognized program in addition to three years of related experience; an acceptable equivalent of education and experience may be accepted.


As the successful candidate, you demonstrate a good knowledge of office practices and procedures. In addition, you possess excellent communication and interpersonal skills, as well as advanced skills in MS Office Products, including MS Outlook, Word, Excel and PowerPoint.  You have experience coordinating meeting preparations, filing, minute taking, preparing reports, and processing invoices for payment. You also possess strong written skills. Excellent judgment and the ability to balance multiple priorities under tight deadlines are also required for this position. Attention to detail and accuracy are viewed as very important. Strong administration skills are essential, as is the ability to work well in a team environment. Maintaining confidentiality, as well as tact and good judgment, are also viewed as critical to the success of this position.


Pay Grade:  CL 18  

Salary Range:  $1,571.23 - $1,758.00 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.


This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office, employees must apply correctly via this link:



 Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued. 


External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates. 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


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