Administrative Assistant, Organizational Support and Readiness

Position Type

Permanent

Closing Date

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 Director, the incumbent is responsible for providing business support and administrative services for the department.

This position is essential to assist the efficient and effective management of the Department to ensure inquiries and general administrative issues are dealt with in a timely and appropriate manner for the Director and their Managers.

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.

Duties And Responsibilities

The position entails but is not limited to the following:

• Type’s 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 deadlines.
• Organizes and coordinates travel arrangements, meeting facilities, video conferencing and Cisco IP Phone teleconferencing. Compiles monthly expense claim forms, summary timecards, vacation requests, education requests, as well as maintains the appointments and Outlook calendars of Director, Manager, Supervisor
• Orders and maintains stationery, office supplies, etc., following the EMC purchasing guidelines.
• 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.
• Handles and distributes both internal and external mail.
• 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.
• Provides as an administration resource to other divisions on an adhoc basis from time to time where support for the organization is required.
  
  

Department Specific Functions

System Support Fleet / Facilities

• Special projects as assigned by the Director could include assisting projects within other operating companies
• Enters data into the Collective Data System as required.
• Inputs data into the Collision Database, Facility Database for reporting purposes among other reasons.
• Ensures all System Support EHS contract reports are complete and forwarded to EHS monthly, quarterly and yearly.
• Responsible for administrative functions supporting System Support Committees and Forums
• Compiles a bi-weekly Premium Fuel Usage Report for the Director, reconcile bi-weekly fuel invoice for the province
• Provides back-up assistance with Service Inquiries processes when required.
• Prepares the monthly System Support COO report
• Provide monthly System Support Director’s Performance Dashboard Reports
• Assists the Director with organizing, preparation and execution of EHS/EMC facility leases
• Maintains a province wide utility spreadsheet for all EHS stations
• Enters and maintains a monthly facility operating cost schedule for the Director
• Maintains yearly prep for insurance policies for automobiles and facilities
• Maintains database of all EMC employees driver permission forms, as well as conducts a VerEx Direct abstract pull every 6 months. Completes a bi-annual major abstract pull of all EMC employees and reconciles the summary of the outcome.
• Maintains the System Support distribution list in Outlook for the dept.
• Receives and codes incoming invoices from various vendors for proper signatures/sign-offs
• Maintains System support vacation calendar; Fleet On-Call Calendar for proper coverage
• Provides guidance and preparation for extra duties asked inside of the Fleet, System Support division
• Organization of various Corporate Social events during the year
• Provides daily coverage to Reception Desk
  
  

Qualifications And Requirements

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.

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.