Administrative Assistant Ii, Provincial Preschool

4 weeks ago

Halifax, Canada IWK Health Centre Full time

**Company** : IWK Health**:
**Req ID**:169056
**Department/Program**:CZ 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**: $20.3648**:

- **$23.1417 /hour
**Closing Date**: December 7, 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 4000employees, 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 will provide high-quality administrative and organizational support to the Provincial Preschool Autism Service. The Administrative Assistant is part of a team in the Clinical Intake & Care Coordination stream of service, which is the single point of contact for clients and families and service providers at the point of referral. The Administrative Assistant provides confidential administrative service with high-quality organizational and communication skills to assist and support Clinical Intake and Care Coordination in ensuring the effective and efficient operations on a daily basis. The Administrative Assistant will be supporting families and working with clinical 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**:

- 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 performance of job functions.
- Processes incoming/outgoing mail.
- Types/transcribes correspondence, photocopies and distributes accordingly.
- Supports Documentation, maintains office filing system, forms and records to ensure efficient storage and retrieval of material.
- Where required, registers patients for visits.
- 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, and travel arrangements.
- Processes invoices, as required.
- Performs other related duties as required.

**Hours of Work**:

- 70 hours bi-weekly
- Capacity to work flexible hours to accommodate service needs (evenings, weekends)

**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.
- Administrative/secretarial experience in a health care environm

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