Administrative Assistant III, Community Mental Health

Nova Scotia Health and IWK Health•Halifax, NS

4d•CA$25 - CA$28•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. Reporting to the Manager of Community Mental Health, the Administrative Assistant provides high quality administrative, secretarial and organizational support to clinicians referring clients to parenting and treatment groups delivered in the Community Mental Health clinics.

Requirements

Minimum of a High School Diploma or G.E.D. required.
Graduate from a recognized Secretarial or Office Administration Program required.
Minimum one (1) year related administrative experience required.
Advanced working knowledge of MS Office programs (Excel in particular) required.
Keyboarding skills minimum of 60 wpm (testing may be conducted on candidates).
Proven time management, problem-solving and analytical skills required.
Excellent organization skills, strong communication (verbal & written) and interpersonal skills.
Ability to prioritize workloads; function effectively in a stressful environment with multiple deadlines and concurrent activities.
Demonstrates initiative; self-motivated and able to work with minimal supervision.
Demonstrates high regard for quality, accuracy and attention to detail.
Ability to function as a part of a team.
Flexibility to meet workload demands.
Excellent judgment and discretion in handling confidential and/or sensitive information.

Nice To Haves

Experience in a health care academic or research environment preferred
Knowledge of research procedures and processes an asset.
Competencies in other languages an asset.

Responsibilities

Maintains communication with clinicians referring clients to groups.
Books/coordinates groups (inc rooms & equipment), sending invitations to clients
Creates and distributes Group Educational Packages to CMHA teams as needed.
Follow-up phone calls and confirmation of group attendees
Actively anticipates and troubleshoots problems.
Answers phone calls with follow up, as appropriate
Initiates correspondence to clients referred to groups, follows up with potential attendees to fill groups
Arranges printing, ordering and distribution of group materials and outcome measures
Maintains Group database and records to ensure efficient storage and retrieval of material.
Coordinates with IWK Primary Health and community partners to track schedule of groups delivered in community
Arranges Group Process and other related meetings, producing minutes and reporting to Group Process Facilitator
Presents Group process changes and updates to CMHA teams with group clinical facilitator
Orders food and arranges purchase orders as needed for Groups.
Sets up Telehealth and other related audiovisual needs for Group as needed.
Other related duties as assigned.