Administrative Assistant 4, Forensic Ambulatory

2 weeks ago

Halifax, Canada IWK Health Centre Full time

**Company** : IWK Health**:
**Req ID**:163062
**Department/Program**:Forensic Ambulatory, Mental Health & Addictions Program
**Location**: Bedford
**Type of Employment**:Permanent Hourly FT (100% FTE) x 1 position(s)

**Start Date**: September 2023
**Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining Unit
**Compensation**: $24.9585**:

- **$27.6056 /hour
**Closing Date**: August 27, 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.

**The Opportunity**:
Reporting to the Manager, Tier 4 Forensics, 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: - Proving direction, leadership, and support to all administrative staff within the service. - Facilitates highly functioning communication processes for the Forensic Ambulatory Team. - Supervising administrative requirements of the Forensic Ambulatory Team and delegation of work to other administrative assistants. Responsible to ensure and participate with all administrative and clerical staff to provide coverage for administrative and clerical support for the Forensic Ambulatory Team. - Ensures and participates in smooth intake processes for the Forensic Ambulatory Team including: management of referrals, coordination and scheduling of patient appointments, appointment letters and forms, chart preparation, follow-up and tracking. Supervises the preparing/typing/transcribing reports, project documents, correspondences, etc. Photocopying and distributing accordingly - Booking and coordinating events, and meetings, including room bookings and equipment, as required. Arranging travel and expense recovery as requested. - Establishes and maintains office filing system, manuals and records to ensure efficient storage and retrieval of material, including transfer of files to off-site storage, as appropriate. - Answering phone calls, relaying messages, and referring calls with follow-up as appropriate.

**Hours of Work**:
Monday-Friday : 0800/0830—1600/1630

**Your Qualifications**:

- Minimum High School Diploma or G.E.D. required.
- Graduate from a recognized office administration diploma program required.
- Minimum three (3) years related administrative/secretarial experience in a health care setting required. An equivalent combination of education and experience may be considered.
- Advanced working knowledge of Windows, MS Office, Outlook, spreadsheets, and database programs required.
- Keyboarding skills of minimum 60 wpm required
- Successful completion of a medical terminology course required.
- Demonstrated strong time management, organizational, analytical, and problem-solving skills required.
- Demonstrated excellent communication (verbal & written) and interpersonal skills required.
- Demonstrated ability to prioritize workloads required.
- Demonstrated initiative; self-motivated and able to work with mínimal supervision/direction required.
- Demonstrated high regard for quality, accuracy, and attention to detail required.
- Demonstrated ability to work collaboratively and consultatively with team members and stakeholders required.
- Demonstrated flexibility to meet workload demands required.
- Excellent judgment and discretion in handling confidential and/or sensitive information required.
- Previous supervisory experience preferred.
- Working knowledge of office equipment (e.g., fax machine, photocopier, scanner, etc) preferred.
- Experience in patient scheduling/booking an asset.
- Experience in Meditech and internet an asset.
- Competency in other languages an asset.

Thank you for your interest in IWK Health.

Please note that we only con

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