Administrative Assistant III

Company : IWK Health

Req ID: 191089 
Department/Program: Core Lab, Diagnostic Services & Maritime Medical Genetics 
Location: Halifax  
Type of Employment: Permanent Hourly FT (100% FTE)  x 1 position(s)
 Start Date: ASAP
Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation: $24.6929 - $27.53 /hour
Closing Date: November 13, 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, the Administrative Assistant III will provide high quality administrative, secretarial and organizational support to monitor quality and completeness of Newborn Screening, in collaboration with the Newborn Screening Genetic Counsellor. Responsibilities include, but are not limited to:

Ensure all newborns are sampled and screened by checking samples reported against hospital birth lists.

•  Complete follow-up if newborn samples are not received.
•  Ensure that newborn patient information is complete and accurate.
•  Monitor screening results and initiate recalls for additional testing required, when necessary.
•  Follow recalls until new samples are reported.
•  Maintain database(s), spreadsheet(s), and reference materials for service.
•  Prepares/types/transcribes reports; photocopies and distributes accordingly.
•  Follow-up with district hospitals if birth lists not received.
•  Maintain log of follow-up actions, including but not limited to, information provided to primary care physician, record of phone calls, repeat calls, name changes.
•  Contact hospitals for recall results, if testing performed at home hospital.
•  Attends committee/staff meetings, taking and producing minutes as required.

Hours of Work

Monday-Friday, 7.00 hours/ day, 0830-1630

Your Qualifications

• Minimum High School Diploma or GED required.  
• Graduate from a recognized Secretarial or Office Administration Diploma Program required. 
• Minimum one (1) year related secretarial/ administrative experience required. 
• An equivalent combination of education and experience may be considered. 
• Keyboarding skills of 60 wpm; maximum four (4) allowable errors. 
• Medical terminology an asset.
• Advanced working knowledge of Windows, MS Office, Meditech, Spreadsheets and Database programs. 
• Proven time management and problem-solving skills. 
• Demonstrates excellent organization skills, strong communication (verbal & written) and interpersonal skills. 
• Ability to prioritize workloads. 
• Demonstrates initiative; self-motivated and able to work with minimal supervision. 
• Demonstrates high regard for quality, accuracy and attention to detail. 
• Demonstrated ability to work well with others. 
• Flexibility to meet workload demands. 
• Excellent judgment and discretion in handling confidential and/or sensitive information. 
• Function effectively in a stressful environment with multiple deadlines and concurrent activities. 
• Working knowledge of various office equipment (e.g. fax & photocopier). 
• 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.

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