Administrative Assistant II, Reproductive Mental Health

Company : IWK Health

Req ID: 219739 
Department/Program: Reproductive Mental Health, Mental Health And Addictions 
Location: Halifax  
Type of Employment: Permanent Hourly FT (100% FTE)  x 1 position(s)
Start Date: May 2026
Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation: $23.6572 - $26.7684 /hour
Closing Date: May 04, 2026 (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, Reproductive Mental Health, Mental Health & Addictions, the Administrative Assistant II (AAII) provides high quality administrative and organizational support to staff and other Team/Department members as assigned. The AAII is vital to the efficient operation and work of the Team/Department and is able to communicate effectively both verbally and in writing. The AAII is able to function independently prioritizing and dealing with time constraints and multi-tasks without sacrificing accuracy and attention to detail. They are supportive to the IWK's commitment to Family Centred Care by ensuring a welcoming environment is provided to the patients and families receiving care in the Mental Health and Addictions Program. 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 New Assessment and Follow up appointment 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.
• 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.
• Arranges travel including booking and expense recovery, as requested.
• Provide reception duties and patient registration duties for patient in person and virtual appointments.
• Acts as point of contact for residents and learners in the Department of Psychiatry.

Hours of Work

Monday – Friday, 8am to 4pm

Your Qualifications

• Minimum of a High School Diploma or G.E.D. required.
• Graduate from a recognized Office Administration Program required.
• Minimum six (six) months experience in a related administrative role required. A combination of education and experience will be considered.
• Advanced working knowledge of MS Office programs required
• Keyboarding skills minimum of 60 wpm required, (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.

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