Administrative Assistant Ii, Community Mental Health

2 weeks ago

Halifax, Canada IWK Health Centre Full time

**Company** : IWK Health**:
**Req ID**:156173
**Department/Program**:Halifax Community Mental Health, Mental Health & Addictions Program
**Location**: Halifax
**Type of Employment**:Temporary Hourly FT long-assignment (100% FTE) for 1 year x 1 position(s)

**Start Date**: May 2023
**Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining Unit
**Compensation**: $20.3648**:

- **$23.1417 /hour
**Closing Date**: May 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.

**The Opportunity**:
Reporting to the Manager, Community Mental Health, Mental Health & Addictions, the Administrative Assistant provides high quality administrative and organizational support to staff and other Team/Department members as assigned. 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 Choice/Partnership 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/Department 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/Department.
- Books/coordinates clinics, Telehealth and meetings (rooms & equipment).
- Arranges travel including booking and expense recovery, as requested.
- Provide reception duties and patient registration duties patient visits.
- Acts as point of contact for residents and learners in the Department of Child & Adolescent Psychiatry.

**Hours of Work**:
Monday - Friday (8:30 am to 4:30 pm), some evening hours if required.

**Your Qualifications**:

- Minimum of a High School Diploma or G.E.D. required.
- Graduate from a recognized Office Administration Program required.
- Minimum six (6) months experience in a related administrative role required
- A combination of equivalent education and experience may be considered
- Advanced working knowledge of MS Office programs required
- Ability to use Visio, an asset
- 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. 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

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