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Secretary C - Mental Health & Addictions

October 26 2020
Industries Healthcare, social assistance
Categories Administrative, Clerical, Clerical, Administrative Support, Health, Medical, Secretary, Social Work, Counselling, Psychology
Halifax, NS

Req ID: 93586
Location: Central Zone, Abbie J. Lane Memorial Building - QEII
Company: NSHA
Department: 3002769 MED Critical Care AFP
Type of Employment: Hourly FT (100% FTE) x 1 position(s)
Union Status: Admin Professionals
Bargaining Unit - NSGEU
Posting Closing Date: 9-Nov-20

Applications are accepted until 11:59 PM on the Closing Date.

Nova Scotia Health Authority is the largest provider of health services in Nova Scotia. We are over 22,000 employees who provide health care and support services in hospitals, health centres and community-based programs throughout Nova Scotia.

Nova Scotia Health Authority provides health services to Nova Scotians and some specialized services to Maritimers and Atlantic Canadians. We operate hospitals, health centres and community-based programs across the province. Our team of health professionals includes employees, doctors, researchers, learners and volunteers that provide the health care or services you may need. This is accomplished across four geographic management zones which are responsible for the operation of acute care health centres and the provision of a variety of inpatient, outpatient services including academic, tertiary, quaternary care and community based programs and services including continuing care, primary health care, public health, and mental health and addictions.


Reporting to the Health Services Manager, the Secretary is accountable and responsible for providing administrative/secretarial support with minimal supervision/direction to the Program Leader and multiple managers within Community Mental Health & Addictions. The Secretary C is accountable for efficiently providing comprehensive, confidential administrative and office management services, while demonstrating initiative, good organizational skills, and decision making. Using a customer service approach, the Secretary C will professionally deal with situations which may arise in dealing with clients/patients, the public and outside community agencies and provide coverage for other clerical staff as required.

Responsibilities can include but are not limited to:

  • General office duties, including payroll, typing, data entry, filing, coping
  • Creating documents, spreadsheets and presentations using Microsoft Office products
  • Liaising with other departments
  • Management of calendars for multiple individuals
  • Meeting support, booking, agenda’s and minutes
  • Supporting administrative technology needs such as projectors, Skype, Telehealth/Adobe Connect, etc
  • Supporting managers in hiring – system support, scheduling and administering skills tests and interviews, creating interview packages
  • Ordering supplies internally and externally (Purchase orders)
  • Management/ staff/ program support
  • Performance appraisal support for managers
  • Triaging calls and client/ public navigation of MHA services
  • Travel to various sites may be required
  • Grade 12 plus graduate of a recognized office administration / business / secretarial program and/or a combination of education, training and progressively responsible experience required
  • Minimum of one year of related secretarial experience required
  • Knowledge of medical terminology, finance terminology and SAP an asset
  • Experience working in a health care setting – specifically Mental Health and Addictions an asset
  • Demonstrated typing proficiency with a speed of 60 wpm
  • Advanced Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and a willingness to learn new computer programs
  • Adaptable to change and is flexible to accommodate the expectations of the position
  • Ability to work in a self-directed environment and also effectively within an interdisciplinary team
  • Demonstrated excellent interpersonal, oral and written communication skills, including direct interaction with clients, staff and public
  • Must be self-directed and adept at problem-solving, while working with minimal supervision
  • Must have strong organizational skills that demonstrate the ability to prioritize upon short notice while maintaining attention to detail and accuracy
  • Strong ability to communicate professionally both verbally and in writing while maintaining a sense of customer service
  • Physical ability to perform duties of the position
  • Commitment to maintain and protect patient, client, and personal safety on an ongoing basis
  • Commitment to confidentiality and privacy of NSHA patients and clients
  • Annually complete the training and education on patient, client and personal safety made available by NSHA
  • Ability to take initiative and use good judgment when handling confidential information, correspondence and reports
  • Working knowledge of STAR essential and PHS an asset

Additional Qualifications

The Secretary exhibits sound judgment and initiative while working within the philosophy, objectives, guidelines, legislations, policies and procedures, Mission, Vision and Strategic Direction of Mental Health & Addictions and incorporates into daily practice the Core Competencies and Values of the Nova Scotia Health Authority.

Successful external applicants are required to provide a criminal record check (including Vulnerable Sector Search) to People Services before starting employment and assume any associated costs as a condition of employment and provide a copy of their immunizations as part of their Occupational Health screening appointment

* A Skills test may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion.*

PLEASE NOTE: Applicants relying on education and experience equivalencies must clearly state such equivalencies in their cover letter, resume, or application. Additionally, candidates will not be considered for an interview if applications are incomplete or are missing information.

Hours of Work

Permanent, Full Time (100%) Position; 70 hours bi-weekly

Salary Information

$20.1508 - $22.3897 Hourly

Thank you for your interest in this position. Only those applicants selected for an interview will be contacted. Typically interviews are held within three to four weeks of the closing date.

This is a Admin Professionals bargaining unit - NSGEU position. Preference is given to bargaining unit employees for unionized positions. Employees are encouraged to view their seniority hours and dates in their SuccessFactors online profile. Successful applicants changing unions, bargaining units or employment status, are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and/or usage, prior to accepting the position.

Nova Scotia Health Authority is proud to provide a smoke free and scent free environment. Only online applications are accepted.

Nova Scotia Health Authority (NSHA) is committed to being a workforce that is free of discrimination, values diversity and is representative, at all job levels, of the people we serve. Our priority groups are Aboriginal People, African Nova Scotians, Persons with Disabilities and Recent Immigrants. Members of these groups are welcome to apply and self-identify if they wish to be considered under our Employment Equity policy.

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