Administrative Assistant Iv, Provincial Preschool

3 weeks ago

Halifax, Canada IWK Health Centre Full time

**Company** : IWK Health**:
**Req ID**:167505
**Department/Program**:Provincial Preschool Autism Services, Children's Health Program
**Location**: Halifax
**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**: $24.9585**:

- **$27.6056 /hour
**Closing Date**: November 29, 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.

**Provincial Preschool Autism Services**

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.

**The Opportunity**:
Reporting to the Manager, Provincial Preschool Autism Services, the Administrative Assistant IV (Team Lead) provides high-quality administrative and organizational support to the Provincial Preschool Autism Service (PPAS). The incumbent has the responsibility to ensure that the administrative requirements of the Provincial Preschool Autism Service Administration are fulfilled and delegates work tasks as appropriate. The individual actively anticipates, and troubleshoots problems. The Administrative Assistant will be supporting clinical intake teams across the Central, Northern, Western, and Eastern Zones, and therefore requires exemplary technical skills to thrive in a virtual administrative support model.

**Responsibilities include, but are not limited to**:

- Provides direction, leadership, and support to all administrative staff within the service
- Facilitates highly functioning communication processes for the Provincial Preschool Autism Service
- Supervises administrative requirements of the Provincial Preschool Autism Service and delegation of work the team of administrative assistants
- Responsible to ensure and participate in coverage for all administrative and clerical staff within the Provincial Preschool Autism Service
- Actively anticipates and troubleshoots problems
- Oversees clinical scheduling of patients including coordination of appointments for patients requiring multidisciplinary sessions, minimizing inconveniences to patients and families
- Ensures and participates in development of smooth intake processes for the Provincial Preschool Autism Service including: management of referrals, coordination and scheduling of patient appointments, appointment letters and forms, chart preparation, follow-up and tracking
- Supports creation and maintenance of provincial, centralized waiting lists for diagnostics and intervention services
- Supervises the preparing/typing/transcribing reports, project documents, correspondences, etc. Photocopying and distributing; accordingly
- Books and coordinates events, and meetings, including room bookings and equipment, as required. Arranges 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
- Answers phone calls, relays messages, and refers calls with follow-up as appropriate

**Hours of Work**:

- 70 hou

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