Administrative Assistant II, Child Life Services

Nova Scotia Health and IWK Health•Halifax, NS

15d•Hybrid

About The Position

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults and families each year across the Atlantic region. We have a team of approximately 4000 employees, physicians, volunteers and learners at sites across Nova Scotia. People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each other’s talent and celebrate our successes. We collaborate in modern facilities or virtually from home, align our work to our values, and enjoy access to enhanced benefits and wellness programs. We are proud to support our patients, families and communities and are grateful for the generous donor support we receive. Promoting an anti-racist environment, and calling out discrimination as we work and provide care, is important to us. We are located in Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people. Working in Mi’kma’ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization. There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities who also have a long, deep, and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportions of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination, but have more work to do to build that trust, acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels. The OpportunityReporting to the Manager of Inpatient Surgical Care/Child Life Services, with accountability to the Professional Practice Leader & Coordinator, Child Life Services, the Administrative Assistant provides high quality administrative, organizational and clerical support to the Child Life team as assigned.

Requirements

High School Diploma or GED required.
Graduate from a recognized Secretarial or Office Administration Diploma Program required.
Minimum six (6) months related administrative/secretarial experience, ideally in a health care environment, required.
Advanced working knowledge of computers including Windows, Microsoft Office; proficient in Word, Outlook, Excel, Power Point, slide presentations, e-mail and databases required.
Excellent judgment and discretion in handling confidential and/or sensitive information.
Coordinates casual staff coverage, when necessary.
Demonstrates excellent communication skills in demanding and stressful situations.
Keyboarding skills of 60 wpm required.
Experience inputting database information required.
Demonstrated excellent organizational, interpersonal, teamwork and communication (verbal and written) skills required.
Demonstrated initiative is self-motivated and able to work independently with minimal supervision required.
High regard for quality and proven attention to detail, as well as flexibility to meet workload demands required.
Proven time management, organizational, and problem-solving skills required.

Nice To Haves

Experience with SAP an asset.
Competency in other languages an asset, French, Arabic preferred.

Responsibilities

answering and referring phones calls/faxes/emails; redirecting messages and inquiries or follow-up accordingly
processing incoming/outgoing mail/email
liaising with families, the public and outside organizations as it relates to donations, Child Life inquiries and special events
creating, typing and distributing reports, correspondence and documents
establishing and maintaining an office filing system
booking/coordinating events and meetings (including rooms and equipment)
attending committee meetings; taking/distributing minutes as required
maintaining database(s) and reference materials as requested
managing inventory of supplies and placing orders as required
developing and maintaining tracking systems as required
entering work orders and providing follow up
maintaining and reconciling financial accounts
other related duties as assigned