Administrative Assistant

Job Description

Company : IWK Health

Req ID: 173398
Department/Program: Central Referral, Mental Health & Addictions Program

Location: Bedford Tower
Type of Employment: Permanent Hourly PT (80% FTE) x 1 position(s)
Start Date: ASAP
Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation: $20.3648 - $23.1417 /hour
Closing Date: February 07, 2024 (Applications are accepted until 23:59 Atlantic Time)

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, Community Mental Health, Mental Health & Addictions, the Administrative Assistant provides high quality administrative and organizational support to staff and other Team/Department members as assigned. Duties include but are not limited to:

Acts as general administrative support to members of the team.
Responds to patient inquiries.
Completes follow up and reminder calls.
Processes Choice/Partnership correspondence.
Attend meetings, take and produce minutes as required.
Maintains Team/Department communication. Actively anticipates and troubleshoots problems.
Answers phone calls, relays messages and refers calls with follow up, as appropriate.
Prepares files for patient visits, maintains clinic filing.
Types/transcribes reports, correspondence, photocopy and distribute accordingly.
Maintains database(s) and reference materials for Team/Department Establishes and maintains office filing system, manuals and records to ensure efficient storage and retrieval of material.
Coordinates appointments and schedules for various clinicians within the Team/Department.
Books/coordinates clinics, Telehealth and meetings (rooms & equipment).
Arranges travel including booking and expense recovery, as requested.
Provide reception duties and patient registration duties patient visits.
Acts as point of contact for residents and learners in the Department of Child & Adolescent Psychiatry.

Hours of Work

Monday, Tuesday, Thursday, Friday 8:30-4:30, some evenings may be required.

Your Qualifications

Minimum of a High School Diploma or G.E.D. required.
Graduate from a recognized Office Administration Program required.
Minimum six (6) months experience in a related administrative role required
A combination of equivalent education and experience may be considered
Advanced working knowledge of MS Office programs required
Ability to use Visio, an asset
Keyboarding skills minimum of 40 wpm required, 60 wpm is preferred (testing may be conducted on candidates)
Knowledge of Medical Terminology an asset
Proven team player with excellent communication and interpersonal skills required
Demonstrated ability to respectfully work with a variety of inter-professional team members required
High degree of initiative, diligence, attention to detail, and self-discipline/focus
Commitment to continual learning and willing to share knowledge and support the development of co-workers
Demonstrated commitment to Family Centred Care required
Excellent multi-tasking, organizational and prioritization skills required
Experience in MEDITECH, SAP, and/or data entry an asset.
Competencies in other languages an asset.

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation. Please discuss your needs when invited to the assessment process.

This is a Admin Professionals bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Successful applicants changing unions, bargaining units or employment status, are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and/or usage, prior to accepting the position.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials. Additionally, as per Nova Scotia?۪s COVID-19 Vaccine mandate, any offer of employment will be conditional upon submitting proof of full vaccination status. Medical exceptions or any other kind of requested exception based upon the Health Centre?۪s obligations pursuant to the Nova Scotia Human Rights Code will be considered on a case-by-case basis

If you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant.