Department: Office of Addictions and Mental Health
Type of Employment: Permanent
Union Status: NSGEU - NSPG
Closing Date: 26-Sep-23 (Applications are accepted until 11:59 PM Atlantic Time)
The Office of Addictions and Mental Health 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 mental health care system of supports. 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.
Are you a master multi-tasker with excellent communication skills and an upbeat professional work ethic? Do you thrive in a past paced environment and enjoy working as part of team? This is your next career opportunity.
This is a busy role where you are responsible for a wide range of administrative duties and you are considered the communication hub of the office, connecting everyone to everything. You are a critical team resource who ensures that administrative functions of the office operate efficiently by planning and coordinating secretarial services and providing staff and the public with current and up-to-date information.
The position also provides back up for the Clerks who support the Involuntary Psychiatric Treatment Act (IPTA) Review Board, an adjudicated, arms length Board who conducts hearings for individuals involuntarily admitted for treatment because of their lack of capacity to make treatment decisions due to their mental illness.
You will provide support to managers, employees, and office visitors by handling a variety of tasks; all the while ensuring that all interactions are positive and welcoming. A few of your key responsibilities include:
- Coordinating electronic calendars, arranging meetings and travel accommodations
- Preparing and coordinating financial transactions such as invoicing.
- Coordinating the tracking of time sensitive policy documents.
- Provision of IPTA back up which includes setting Review Board hearings, circulating time sensitive health and legal materials, and tracking data.
- Coordinating office equipment and technology as well as supporting, and trouble shooting with staff as required
- Preparing agendas, and taking accurate minutes/notes
- Preparing various confidential correspondence across our various programs
- Reviewing, sorting and distributing mail
- Responding to inquiries from the public, agencies, and departments for multiple program areas
- Maintaining accurate data and statics along with preparing statistics and reports
You have a one (1) year business course and a minimum of three (3) years of secretarial/administrative support experience.
You are a collaborative team player and have proficient skills in the use of a variety of Microsoft programs such as Word, Excel, PowerPoint, Outlook or equivalent. You must be proficient in the use of office equipment and technology (printers, laptops, laptop accessories, monitors etc.). Attention to detail and a high level of accuracy in your work is essential. You must use a great deal of judgement when handling in-person, virtual, and telephone inquiries because of confidential matters. Ideally, you are able to multi-task and are a self-starter who is highly motivated and results driven, with integrity and the ability to work with minimal supervision.
You must demonstrate the ability to work independently in a busy and challenging environment, along with the ability to exercise sound judgment around issues requiring a high degree of tact and diplomacy. Excellent organizational, communication (written and verbal) and interpersonal skills are essential to your success in this role.
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.
An equivalent combination of training, education and experience will be considered. Related equivalencies may include, but are not limited to:
- A completed related bachelors degree
- Four (4) years of related experience without any post-secondary education
Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.
Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offerings and eligibility criteria.
Most of your time is spent in a comfortable office setting. Occasionally you may need to move or lift objects such as boxes or files. You will have daily contact with the public, various Government Departments as well as other local Agencies.
You must be willing to work flexible and adjusted work hours; and have the ability to lift file boxes onto and off of shelving in storage rooms.
Your normal work week is 35 hours/week, 7 hours/day.
This position requires the successful candidate to work on-site with a work from home option up to 2 days a week, upon managerial approval.
- 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: CL 18
Salary Range: $1,675.62 - $1,874.80 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 [email protected].