Administrative Assistant

Job Description

Position Type:

Temporary - Temporaire

Date de cl̫ture:

2024-02-12

Emergency Medical Care Inc. (EMC) is a wholly owned subsidiary of Medavie Health Services (MHS) that manages and operates ground ambulance, air medical transport and the medical communications operations in Nova Scotia through a performance-based contract with the provincial government's Emergency Health Services (EHS) Operations division and the Department of Health and Wellness. As well, EMC operates TeleHealth/811 medical communications for Nova Scotia and Prince Edward Island for the Department of Health.

We access all communities in Nova Scotia in a timely and efficient manner with our fleet of more than 180 ambulances and support vehicles operating out of 60+ stations. We respond to 165,000+ calls annually across the province, which are actively managed through the EHS Operations Medical Communications Centre, the hub of all emergency (911) and non-emergency (hospital transfers) medical calls.

The EHS Operations LifeFlight program provides even greater accessibility by responding to patients on scene or through inter-facility transports by our critical care team via helicopter, fixed wing, or ground ambulance.

In addition, paramedics in Nova Scotia participate in various programs both urban and rural such as community-based paramedic programs, collaborative emergency centres, and emergency preparedness and special operations, to name a few.

There are lots of opportunities waiting for you in Nova Scotia. Apply now to learn more about our service and available positions.

Reporting to, and under the supervision of the Senior Manager, the incumbent is responsible for providing business support and administrative services for departmental projects.

This position is essential to assist the efficient and effective management of the Logis CAD project to ensure general administrative tasks are dealt with in a timely and appropriate manner. Other duties as part of management of System Performance initiatives may be assigned.

As an employee of EMC we are accountable to our patients and coworkers by participating in and supporting all safety related initiatives, as well as acting in a manner that fosters a culture that focuses on patient safety and a safe workplace.

The position entails but is not limited to the following:

Types correspondence, memos, confidential reports, agendas, minutes and presentations from written draft. May upon request, compose replies for general correspondence on behalf of Director/Manager/Supervisor.
Proofreads transcribed correspondence for grammatical accuracy, sentence structure and content.
Determines the appropriate communication tool to send correspondence (i.e. courier, mail, e-mail, scanned or fax).
Demonstrates excellent organizational and time management skills to adequately prioritize workload. Able to work well under pressure, often under strict time deadlines.
Organizes and coordinates travel arrangements, meeting facilities, video conferencing and Cisco IP Phone teleconferencing.
Demonstrates effective listening skills and the ability to follow instructions.
Exercises good judgment and decision-making skills.
Receives and prioritizes incoming phone messages, e-mail, faxes, mail, couriers etc. for the Department.
Prepares and reconciles monthly visa statements and/or invoices for processing by the Finance Department.
Maintains filing system and keeps an accurate record of correspondence and reports.
Special projects as assigned by Director or Managers
Supports and administers processes as needed
Logistics for training and meetings
Site Selection
Meal Selection
Prepares reports as required
Prepares minutes and agendas as required
Sharepoint and shared drive administration for the Division

Education & Experience:

Minimum Grade 12 and one-year business college course and five years related experience or equivalent combination of education and experience.
Five to seven years related administrative experience. A combination of experience and education will be considered.
Requires extensive knowledge of the policies, structure and functions of internal administrative systems and practices applicable to private industry.

Knowledge & Skills:

Superior diplomacy in professionalism and confidentiality required
Excellent communication and interpersonal skills, including effective listening skills
Self-starter that can work independently, but also be a strong team player
Exceptional organizational skills with the ability to multi-task and meet deadlines
Demonstrate exceptional organizational and time management skills to adequately multi-task, prioritize workload and meet deadlines.
Ability to work well under pressure, often under strict time deadlines.
Proficient in Microsoft Office, specifically Word, Excel, Outlook and PowerPoint
Knowledge of medical terminology an asset.

Physical Requirements:
The employee will spend various periods of sitting, standing, walking, crouching, lifting, and I or carrying light objects. Required to maintain one position for possible long periods of time, such as sitting at meetings, or at a desk setting. Employee will be reading data or inputting data, report writing, operating a word processor, computer, calculator, and talking on the telephone. Use and exposure to general office equipment such as fax, photocopier, printer, and personal computer. Exposure to low to moderate noise levels.

Emergency Medical Care falls under the Nova Scotia provincial protocol for mandatory COVID-19 Vaccination. In accordance with this mandate, subject to any approved accommodation, all new employees hired or existing employees (applying for new positions), will be required to be fully vaccinated against COVID-19. For clarity, ???fully vaccinated?۝ means 14 days or more after receiving the number of doses or combination of doses of a vaccine approved by Health Canada or local public health agencies in the jurisdiction in which they will be employed.

Our goal is to be a diverse workforce that is representative of the citizens we serve. We are committed to building an inclusive team that represents a variety of backgrounds, cultures, races, perspectives and skills. We encourage applications from all qualified candidates including women, persons of any sexual orientations and gender identities and/or expressions, Indigenous persons, African Canadians, other racialized groups, persons with disabilities. Candidates who identify as being from any of these groups are encouraged to voluntarily self-identify.

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