Administrative Assistant II, Preschool Autism Diagnostics, Provincial Preschool Autism Services

Nova Scotia Health and IWK Health•Halifax, NS

6d•CA$24 - CA$27•Hybrid

About The Position

IWK Health is an academic health sciences centre providing care to children, youth, adults, and families across the Atlantic region. The Provincial Preschool Autism Service (PPAS) is a partnership between IWK Health, Nova Scotia Health, Hearing and Speech Nova Scotia, and Autism Nova Scotia. This service is transitioning to a needs-based model for preschoolers suspected of or diagnosed with autism, offering enhanced interventions and supports. The Administrative Assistant II, reporting to the Manager of Provincial Preschool Autism Services, will provide administrative and organizational support to the Diagnostic Team. This role is crucial for the effective and efficient operation of services for preschoolers and school-aged youth across the province requiring autism assessment. The position requires strong organizational and communication skills, with an emphasis on virtual administrative support, and collaboration with various teams and clinicians across different zones.

Requirements

High School Diploma or GED required.
Graduate from a recognized Secretarial or Office Administration Diploma Program required.
Minimum six (6) months related administrative experience required, one year preferred.
An equivalent combination of education and experience may be considered for this position.
Advanced working knowledge of Windows, Microsoft Office Products (including Outlook, PowerPoint, Excel Teams, Sharepoint) Zoom, and database programs required.
Keyboarding skills of 60 wpm required, maximum four (4) allowable errors required.
Highly advanced technology skills for working in a virtual environment (synchronous and asynchronous communication and ability to collaborate with on a provincial scale) required.
Knowledge of medical terminology required.
Demonstrated excellent interpersonal and communication (verbal & written) skills required.
Demonstrated ability to work collaboratively and consultatively with team members and partners required.
Proven time management, organizational and problem-solving skills required.
Demonstrated initiative, self-motivated and able to work independently with minimal supervision required.
High regard for quality and attention to detail required.
Flexible to meet workload demands required.
Working knowledge of office equipment (e.g., phone systems, fax machine, photocopier, scanner, etc) required.

Nice To Haves

Administrative/secretarial experience in a health care environment preferred.
Experience with Meditech an asset.
Competencies in other languages an asset.

Responsibilities

Liaises with patients, families, staff, partner clinicians (Nova Scotia Health, Private) and other stakeholders in a courteous and professional manner.
Books and coordinates patient appointments, events and meetings for Provincial Preschool Autism services, including room booking, equipment, and travel arrangements.
Communicates messages and information promptly, accurately, and with follow up, as appropriate.
Listens well and redirects inquiries accordingly.
Manages time and sets priorities for performance of job functions.
Processes incoming/outgoing mail.
Types/transcribes correspondence, photocopies and distributes accordingly.
Supports Documentation, maintains office filing system, forms and records to ensure efficient storage and retrieval of material.
Where required, registers patients for visits.
Supports the establishment and ongoing maintenance of databases and other technology tools / applications for tracking information and transitioning from paper-based environments.
Maintains confidentiality of all patient, family and employee information.
Places work orders to repair or replace equipment, etc. as required.
Processes invoices, as required.
Performs other related duties as required.
Provides coverage and support to other Administrative Assistants in the work area as required.