Administrative Assistant Ii, Secure Care Unit

Click here to apply as an internal applicant.
Company : IWK Health
Req ID: 157768
Department/Program: Secure Care Unit , Mental Health & Addictions Program
Location: Waterville
Type of Employment: Permanent Hourly FT ( 100% FTE) x 1 position(s)
Start Date: June 2023
Union Status: NSGEU Off&Cler , Admin Professionals Bargaining Unit
Compensation: $ 20.3648 - $ 23.1417 /hour
Closing Date: June 11, 2023 (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
Responsibilities
The Administrative Assistant supports the multi-disciplinary team and responsibilities include but are not limited to
Reporting to the Clinical Manager for the EMHAS, the Administrative Assistant II provides high-quality office administrative, secretarial and organizational support to the team/service.
Acts as general administrative support to members of the team.
Coordinates appointments and schedules for various clinicians within the service.
Provides reception duties and patient registration duties for patient visits.
Books / coordinates events and meetings (including rooms & equipment set up).
Coordinates and attends meetings, records and produces minutes as required.
Responds to patient inquiries.
Maintains Team/Service communication.
Actively anticipates and troubleshoots problems.
Answers phone calls, relays message and refers calls with follow up, as appropriate in a timely manner.
Types/transcribes, edits, reports, correspondence, photocopies, faxes and distributes accordingly.
Maintains a high degree of confidentiality with all issues.
Processes incoming/outgoing mail.
Prepares cheque requisitions for reimbursement; purchase requisitions for invoices; and accounts payable for Finance.
Prepares statistical reports as required.
Provides coverage for the Garron Centre Admin in their absence (vacation/sick/appointment time)
Other related duties as assigned.
Hours of Work
Monday – Friday (8:30 am to 4:30 pm) – some flexibility needed to support monthly evening team meetings (1700-1830)
Your Qualifications
Minimum of a High School Diploma or G.E.D. required.
Graduate from a recognized Secretarial or Office Administration diploma program required.
Minimum of six (6) months related administrative experience required; three (3) years’ experience preferred.
Experience in MEDITECH, SAP, CWS, Access eForms, and/or data entry required.
Advanced working knowledge of MS Office programs required.
Demonstrated initiative, self-motivated and able to work with minimal supervision required.
Proven attention to detail, excellent organization, prioritization and analytical skills required.
Team player with strong interpersonal skills and flexibility in meeting workload demands required.
Knowledge of MHA program, CAPA, community resources an asset.
Ability to use Visio, an asset.
Minimum keyboarding speed of 60 w.p.m.
Demonstrated knowledge of medical terminology an asset.
Competencies in other languages an asset.
T hank 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. Additionally, as per Nova Scotia’s COVID-19 Vaccine mandate, any offer of employment will be conditional upon submitting proof of full vaccination status. Medical exceptions or any other kind of requested exception based upon the Health Centre’s obligations pursuant to the Nova Scotia Human Rights Code will be considered on a case-by-case basis
I f you are an employee of IWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.