Secretary 3 - System Integration

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

About Our Opportunity

The Executive Administrative Assistant provides senior administrative support to senior leaders within the System Integration Branch. This portfolio includes digital health initiatives, clinical care and health infrastructure. Reporting into the Senior Executive Director, this position will also provide administrative leadership across the branch, supporting the Executive Director Clinical and Infrastructure Strategy and Planning, and the Executive Director Digital Health. 

The System Integration Team is a dynamic and diverse group of professionals, focused on leading in innovative health care policy and strategy development, focused on equity and patient outcomes. Our work is centred in 6 core values: integrity, accountability, equity, empowerment, partnership and compassion. If you share these values and are seeking am opportunity to challenge your skills in a fast-paced environment with many competing demands, this is your next career opportunity.

In this role, you would play an essential role in the effective management, coordination and efficient operation of the office, helping to keep our office operations running smoothly. Excellent communication skills, an ability to multi-task, and being open to new ways of working and thinking are a must.
 

Primary Accountabilities

We count on your expertise to ensure efficient operations of administrative support functions through effective office management. A few of your key responsibilities will include:

• Preparing and composing confidential correspondence, reports and presentations on behalf of the senior leadership;
• Proactively considering the evolving needs of senior leaders and appropriately amending or creating processes to improve efficiency and effectiveness;
• Coordinating with other branch administrative assistants to ensure consistency of processes and information continuity;
• Preparing and composing materials in support of legislative committees and legislative sittings;
• Routing and prioritizing all incoming mail, inquiries, and correspondence;
• Coordinating and managing schedules and calendars as well as travel and accommodations as required;
• Arranging meetings, agendas, 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.
 

Qualifications and Experience

As our next Administrative Assistant, you have successfully completed a one-year business course and have several years of senior office administration/secretarial experience.

You are a self-motivated individual who works well independently and participates fully in a team environment. You possess excellent grammar, proofreading and organizational skills along with exceptional ability to manage competing priorities.  Strong communication skills (written and verbal) with an ability to address and manage client inquiries both in person and by phone is essential to your success.

You are experienced in ensuring confidentiality in all your work as well as establishing and building relationships with a variety of stakeholders and other levels of government. You have demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint). Familiarity with STAR/STOR, SAP, Ariba, and/or Flextrack systems would be considered assets.

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

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.
 

Equivalency

An equivalent combination of training, education and experience will be considered. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.
 

Benefits

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.
 

Working Conditions

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.
 

What We Offer

• 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.
• A Dynamic, client-focused office environment where service excellence and teamwork are our focus.