Administrative Assistant II,

Company : IWK Health

Req ID: 193583 
Department/Program: Hematopathology Analytical & POC Testing, 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: $23.6572 - $26.7684 /hour
Closing Date:  January 05, 2025 (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

The Administrative Assistant II provides high quality administrative, secretarial and organizational support to direct supervisor/manager, staff, and other team and department members as assigned. Responsibilities include but are not limited to:

• Types/transcribes reports, correspondence, photocopies and distributes accordingly.
• Answers phone calls, relays messages and refers calls, with follow-up, as appropriate.
• Establishes and maintains office filing system, patient charts, manuals and records and ensures efficient storage and retrieval of materials.
• Processes incoming/outgoing mail and coordinates and schedules appointments.
• Books /coordinates outreach clinics, events and meetings, including rooms and equipment.
• Attends Committee meetings, takes and produces minutes, as required.
• Maintains Team/Department communications and actively anticipates and troubleshoots problems.
• Maintains database(s) and reference materials for department.
• Arranges travel including booking and expense recovery, as requested.
• Manages inventory of supplies and places orders as required.

Hours of Work

7.0 hours; Monday to Friday, 0830-0430

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Graduate from a recognized Secretarial or Office Administration Diploma Program required.
• Minimum six (6) months of related administrative/secretarial experience required.
• A combination of equivalent education and experience may be considered.
• Keyboarding skills minimum of 40 wpm required; 60 wpm is preferred.
• Advanced working knowledge of Windows, Meditech, Excel, required.
• Database management skills required.
• Previous experience with a Microsoft Access database preferred.
• Medical terminology knowledge preferred.
• Excellent planning and organizational, prioritization and time management skills required.
• Demonstrated initiative; self-motivated and able to work with minimal supervision required.
• High regard for quality and attention to detail required.
• Competency in other languages considered 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.