Administrative Assistant to Director, Health Information Services

Company : IWK Health 

Req ID: 204833 
Department/Program: Health Information Services, Health Information Services 
Location: Halifax   
Type of Employment: Temporary Hourly FT long-assignment (100% FTE) until 04/01/2027  x 1 position(s)
 Start Date: 10/01/2025
Union Status: Non-union, Management/Non Union Bargaining Unit
Compensation: $24.2589 - $30.3236 /hour
Closing Date: June 17th, 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

Accountable to the Director, the Administrative Assistant provides confidential, administrative service with a high quality of organizational and communication skills to assist and support the Director in ensuring the efficient and effective operation of the program/service area daily.  The Administrative Assistant to the Director functions as a primary point of contact for the Director’s office and provides support and oversight for administrative operations and all related activities. The Administrative Assistant also provides general administrative coverage in the absence of other support staff within the Director’s portfolio. Contributes to the effective functioning of the office of the Director by ensuring high-quality standards are met and maintained in regards to documentation and communications originating from this office.  Ensures seamless communication with the Director’s office with staff and internal/external customers. Ensures the business of the Director’s office is conducted in a fiscally responsible manner and maintains a high degree of confidentiality.

Hours of Work

Monday to Friday, 8am - 4pm; flexibility in hours may be required.

Your Qualifications

• Minimum High School Diploma or GED required.
• Graduate from a recognized Office Administration Program required.
• Minimum of three (3) years of related administrative experience required.
• Keyboarding skills of 60 wpm  (testing may be conducted on candidates).
• Working knowledge of Microsoft Office and other computer programs/technology required (testing maybe conducted on candidates).
• Experience with SAP including payroll entry and monthly financial reports as asset.
• Experience with MEDITECH, WebCT, Adobe, Meditech and, DSS is an asset
• Excellent judgment and discretion in handling confidential and/or sensitive information.
• Proven time management and problem-solving skills required.
• Demonstrated strong organizational, communication and interpersonal skills required.
• Demonstrated initiative, self-motivation and ability to work independently with minimal supervision required.
• Demonstrated high regard for quality, accuracy and attention to detail required.
• Demonstrated ability to function effectively in a stressful environment with multiple deadlines and concurrent activities.
• Previous experience in a health care environment an asset.
• Competencies in other languages considered an asset; French, preferred.

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 Management/Non Union  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.