Administrative Assistant II, Maritime Psychiatry

Nova Scotia Health and IWK Health•Halifax, NS

5d•CA$24 - CA$27•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 OpportunityAccountable to the Administrative Manager, Child and Adolescent Psychiatry, the Administrative Assistant II provides high quality administrative and organizational support to the Division of Child and Adolescent Psychiatry manager, staff and other team members within the MHA assigned area.

Requirements

Minimum High School Diploma or GED required.
Graduate of a recognized Office Administration Program required.
Minimum 6 months related administrative experience required, preferably in mental health/health care environment. One year is preferred.
A combination of equivalent education and experience may be considered.
Advanced working knowledge of Microsoft Office programs required.
Keyboarding skills, minimum of 60 wpm is required. Testing may be conducted on the candidates.
Demonstrated strong time management, analytical, and problem-solving skills required.
Demonstrated high regard for quality, accuracy, and attention to detail required.
Demonstrated excellent multi-tasking, organizational skills, strong communication (verbal & written)
Proven team player with strong interpersonal skills and ability to respectfully work with a variety of inter-professional team members required.
Demonstrated ability to prioritize workload demands required.
Proven ability to act decisively and to exercise a high degree of initiative and self-motivation is required.
Demonstrated ability to work well with others and in a collaborative, interprofessional team required.
Demonstrated flexibility to meet workload demands required.
Excellent judgment and discretion in handling confidential and/or sensitive information required.
Functions effectively in a stressful environment with multiple deadlines and concurrent activities required.

Nice To Haves

Medical terminology knowledge preferred.
Experience in OPOR and computerized medical billing, Greenspace applications preferred.

Responsibilities

Booking/Registering/Coordinating clinics, scheduling clinic appointments, which may involve collaborating with other services/clinics, distributing patient appointment letters/notification.
Maintaining and organizing multiple clinician schedules using Outlook.
Attending meetings, taking, producing and distributing minutes, as required.
Answering telephone calls, relaying messages and referring calls with follow-up as appropriate.
Print reports, managing all correspondence, photocopying, and distributing accordingly from J drive.
Enter clients, update and maintain Greenspace (client database).
Maintaining team communications. Actively anticipating and troubleshooting problems.
Establishing and maintaining filing system including processing incoming/outgoing mail.
Completing correspondences and records for computerized medical billing.
Participating in ambulatory care team discussions as required, offering input and energy into efforts at improving clinic efficiency and functioning.
Manages inventory and places orders for supplies, work orders to repair/replace equipment, as required.
Reports workplace safety issues to manager or delegate.