Administrative Assistant Ii, Provincial Preschool

2 weeks ago

New Glasgow, Canada IWK Health Centre Full time

**Company** : IWK Health**:
**Req ID**:161082
**Department/Program**:Provincial Preschool Autism Services, Children's Health Program
**Location**: Northern Zone - Truro, New Glasgow, Amherst
**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**: $20.3648**:

- **$23.1417 /hour
**Closing Date**: 30 July, 2023 (Applications are accepted until 23:59 Atlantic Time)

IWK Health is a respected academic health sciences centre, 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.

**The Opportunity**:

- The Provincial Preschool Autism Service (PPAS) is a partnership between IWK Health (IWK), Nova Scotia Health (NSH), Hearing and Speech Nova Scotia (HSNS) and Autism Nova Scotia (Autism NS). Based upon an extensive review and engagement, autism services in Nova Scotia are in the process of transitioning to a needs-based model responsive to the individual needs of children and their families. It will provide person and family-centred services to preschoolers across Nova Scotia who are suspected of or have a diagnosis of autism. The new and enhanced services will include a greater number and range of interventions and supports available for children and families. Examples include: autism clinical intake and care coordination, family and health professional education, diagnostic assessments, QuickStart parent coaching toddler program, a 12-month intensive intervention for children with the greatest social communication and behavior needs, autism interventions by interprofessional teams, and transition to school. The intent is to create an efficient, sustainable, and integrated continuum of health services for preschool-age children with autism where services and supports are matched to the needs of children and their families._

Reporting to the Northern Zone Manager of Provincial Preschool Autism Services, the Administrative Assistant will provide high-quality administrative and organizational support to the Provincial Preschool Autism Services team. The Administrative Assistant will be supporting teams across the Zone and will link with other administrative assistants across the province, and therefore requires exemplary technical skills to thrive in a virtual support model.

Responsibilities include but are not limited to:

- Liaises with patients, families, staff, and stakeholders in a courteous and professional manner.
- Communicates messages and information promptly, accurately, and with follow up, as appropriate.
- Listens well and redirects inquiries accordingly.
- Manages time and sets priorities for the performance of job functions.
- Processes incoming/outgoing mail.
- Types/transcribes correspondence, photocopies and distributes accordingly.
- Prepares patient charts, and maintains office filing system, forms and records to ensure efficient storage and retrieval of material.
- Where required registers patients for visits and supports administration of health records documentation.
- Coordinates and attends team meetings, develops agendas, takes/produces and distributes minutes, as required.
- Manages patient database(s) and is responsible for data entry.
- Coordinates and prepares info for family information sessions, tracks responses in relation to this process
- Maintains confidentiality of all patient, family and employee information.
- Places work orders to repair or replace equipment, etc. as required.
- Books and coordinates events and meetings for Provincial Preschool Autism Services including room booking, equipment, travel arrangements, virtual techology.
- Processes invoices and supports procurement processes.
- Manages inventory of supplies and places orders as required; completes monthly workplace inspections for the Provincial Preschool Autism Services.
- Performs other related duties as required.

**Hours of Work**:
Monday - Friday, 70 hours bi-weekly

**Your Qualifications**:

- High School Diploma or GED required.
- Graduate from a recognized Secretarial or Office Administration Diploma Program required.
- Minimum six (6) months related administrative experience required, one year preferred. An equivalent combination of education and experience may be considered for this position.
- Advanced working knowledge of Windows, Microsoft Office, PowerPoint, Excel spread

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