Administrative Assistant II, Children's Intensive Services

Nova Scotia Health and IWK Health•Halifax, NS

2d•CA$24 - CA$27•Onsite

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 Opportunity Reporting to the Manager for the Children’s Intensive Services, the Administrative Assistant provides high quality administrative, secretarial and organizational support to the team. The administrative assistant supports the multi-disciplinary team and duties include but are not limited to:

Requirements

Minimum of a High School diploma or G.E.D. required.
Graduate of a recognized Office Administration Program required.
Minimum six (6) months experience in a related administrative/secretarial role required. A combination of equivalent education and experience may be considered.
Advance working knowledge of MS Office programs required.
Minimum keyboarding speed of 40 wpm required, 60 wpm preferred. (Testing may be conducted on candidates).
Demonstrated initiative, self-motivated and able to work with minimal supervision required.
Demonstrated accuracy and attention to detail.
Proven attention to detail, excellent organization, prioritization and analytical skills required.
Excellent judgment, diplomacy and discretion in handling confidential and/or sensitive materials is essential.
Team player with strong interpersonal skills and flexibility in meeting workload demands.

Nice To Haves

Experience in MEDITECH and CWS preferred.
Demonstrated knowledge of medical terminology an asset.
Competencies in other languages an asset.

Responsibilities

Coordinates appointments and schedules for various clinicians with the Children’s Intensive Services.
Places reminder calls, books and registers daily patient visits using Community Wide Scheduling.
Books/coordinates clinics, events and meetings (including room-booking & equipment set up, webinars).
Coordinates and attends meetings, records and produces minutes as required.
Maintains Team/Service communications. Actively anticipates and troubleshoot problems.
Answers phone inquiries, relays messages and refers calls with follow up as appropriate, in a timely manner.
Types/transcribes, edits, reports, correspondence, photocopies, faxes and distributes accordingly.
Provide reception and patient registration duties. Liaises with patients, families, staff and stakeholders in a courteous, pleasant and professional manner.
Prepares patient charts and maintains patient database.
Manages service supplies (food ordering/purchasing, meal tickets, supply ordering, patient supplies etc)
Processes incoming/outgoing mail.
Maintains office filing system, manuals and records to ensure efficient storage and retrieval of material.
Prepares cheque requisitions for reimbursement; purchase requisitions for invoices; and accounts payable for finance.
Maintains a high degree of confidentiality with all issues.
Other related duties as assigned.