Administrative Assistant II

Company : IWK Health

Req ID: 180011 
Department/Program: Administrative Assistants & Pediatrics, Administrative Assistants & Pediatrics 
Location: Halifax  
Type of Employment: Permanent Hourly PT (50% FTE)  x 1 position(s)
 Start Date: ASAP
Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation: $23.1933 - $26.2435 /hour
Closing Date: 27, May 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 Chief Operating Officer of Pediatrics, the administrative assistant provides support to designated members of the Division of Neonatal-Perinatal Medicine. Responsibilities include, but are not limited to: Managing MSI shadow billing for the division; Booking of antenatal consults; Organizing Med II teaching sessions; Typing of various documents; Scheduling appointments and meetings; Providing support to visiting students and residents; Distribution of faxes and various documents; Answering phone calls and email messages; Processing mail; Composing correspondence; Filing; Entering data and maintaining databases; Photocopying; Ordering supplies. The responsibilities above are representative and should not be construed as all-inclusive.

Hours of Work

TBA

Your Qualifications

•    Minimum High School Diploma or G.E.D. required. 
•    Graduate of a recognized Office Administration program required.
•    Minimum six (6) months related administrative experience required.  One (1) year is preferred.
•    A combination of equivalent education and experience may be considered.
•    Working knowledge of Microsoft Office and other computer programs/technology is required.  (Testing may be conducted on candidates).
•    Medical Terminology and Dicta Typing experience preferred. 
•    Keyboarding skills minimum of 40 wpm required, 60 wpm is preferred.  (Testing may be conducted on candidates). 
•    Excellent multitasking, organizational and prioritization skills required.
•    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 required.
•    Demonstrated ability to work independently with minimal supervision required.
•    Committed to continual learning and willing to share knowledge and support development of co-workers.
•    Experience organizing case conferences, meetings, guest visits and teleconferences required.
•    Experience with Access Database preferred.
•    Experience in a related role in a Health Centre or University/Academic environment preferred.
•    Experience in Meditech, Outlook, PubMed, DalMedix, Adobe Acrobat, EndNote, SharePoint and the internet an asset. 
•    Experience typing grants an asset. 
•    Experience with MSI billing an asset.
•    Experience using SAP an asset. 
•    Experience in bookkeeping an asset. 
•    Experience taking and producing minutes an asset.
•    Experience preparing research grant applications, manuscripts, protocols and reports an asset. 
•    Experience using EndNote program for reference edition, formatting, article retrieving, and EndNote library management an asset. 
•    Demonstrated experience using university and hospital libraries an asset. 
•    Competencies in other languages an asset.
•    Demonstrated commitment to Family Centred Care required.  

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.

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