Administrative Assistant II, Children's Ambulatory Medical Care

Company: IWK Health 

Req ID: 227119 
Department/Program: Childrens Ambulatory Medical Care, Children's Medical Care 
Location: Halifax   
Type of Employment: Temporary Hourly FT long-assignment (100% FTE) for 12 months x 1 position(s)
Start Date: ASAP
Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation: $23.6572 - $26.7684 /hour
Closing Date: 30 September 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 proportion of transgender and non-binary people of 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, and 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, Children’s Ambulatory Medical Care, the Administrative Assistant II provides high-quality administrative and organizational support to the various teams within the Children’s Ambulatory Medical Care portfolio.  Responsibilities include, but are not limited to:
• Establishing and maintaining an office filing system including the processing of incoming and outgoing mail/faxes.
• Maintaining proper documentation/record of received and sent documents.
• Answering phone calls, relaying messages, and referring calls with follow-up as appropriate.
• Working under the direction of the clinical teams, acting as the liaison between the IWK and community partners to ensure prompt and organized flow of documentation between parties.
• Making patient appointment reminder phone calls.
• Registering patients for clinic visits in accordance with IWK registration standards.
• Sorting, labeling, and sending patient care documents to IWK Health Records for scanning.
• Coordinating and attending team meetings, developing agendas, taking/producing minutes, and identifying action items. 
• Preparing/typing/transcribing reports, project documents, correspondence, etc. Photocopying and distributing accordingly.
• Booking and coordinating events and meetings, including room bookings and equipment, as required.
• Dictation, word processing, and database entry.

Hours of Work

Monday-Friday: 0800—1600

Your Qualifications

• High School Diploma or G.E.D. required.
• Graduate of a recognized Office Administration Diploma program required.
• A minimum of six (6) months of experience is required. A minimum of one (1) year of experience is preferred.
• A combination of education and experience may be considered.
• Advanced working knowledge of computers, including Outlook, Windows, Word, PowerPoint, Excel, Access Database, and Word Perfect required.
• Keyboarding skills: minimum of 60 w.p.m. required.
• Successful completion of a medical terminology course is preferred.
• Demonstrated strong time management, analytical, and problem-solving skills required.
• Demonstrated excellent organization skills, strong communication (verbal & written), and interpersonal skills required.
• Demonstrated ability to prioritize workloads required.
• Demonstrated initiative; self-motivated and able to work with minimal supervision/direction required.
• Demonstrated high regard for quality, accuracy, and attention to detail required.
• Demonstrated ability to work well with others and in an interprofessional team required.
• Demonstrated flexibility to meet workload demands required.
• Excellent judgment and discretion in handling confidential and/or sensitive information required.
• Experience in computerized medical billing applications preferred.
• Working knowledge of office equipment (e.g., fax machine, photocopier, scanner, etc.) preferred.
• Experience in patient scheduling/booking is an asset.
• Previous dictaphone experience is an asset.
• Experience in Meditech is an asset.
• Competency in other languages is 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.