Job Description

Company: IWK Health

Req ID: 157238
Department/Program: Psychology Rehab, 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: 26 September 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 . 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 , and enjoy access to enhanced and wellness programs. We are proud to support our patients, families, and communities and are grateful for the generous donor support we receive.

Promoting an anti-racist environment, and calling out discrimination as we work and provide care, is important to us. We are located in Mi\'kma\'ki, the unceded and ancestral territory of the Mi\'kmaq people. Working in Mi\'kma\'ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for thousands of years before colonization. There are 13 First Nation communities across Nova Scotia and more than 50 historic African Nova Scotian communities that also have a long, deep, and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportion of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination but have more work to do to build that trust, acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels.

The Opportunity

Reporting to the Managers, Rehabilitation Services, the administrative assistant will provide high-quality administrative, secretarial, and organizational support to the IWK Psychology team. Responsibilities include but are not limited to:

• Liaises with patients, families, staff, and stakeholders in a courteous and professional manner.
• Drafts letters, types/transcribes reports, correspondence, photocopies, and distributes accordingly.
• Answers telephone/e-mail inquiries, and relays messages and information accurately by referring inquiries, with follow-up, as appropriate.
• Prepares patient charts, and maintains office filing system, forms, and records to ensure efficient storage and retrieval of material. Processes incoming/outgoing mail.
• Coordinates and schedules patient appointments for the Psychology Service as assigned, including appointment letters, forms, and follow-ups as appropriate.
• Registers patient appointments for the Psychology Service
• Share coverage for all admin tasks with all 4th-floor admins
• Books and coordinates events and meetings for the Psychology Service including bookings and equipment as required.
• Attends committee meetings, takes, produces, and distributes minutes, as required.
• Manages and maintains a patient database(s) and is responsible for data entry; manages an inventory of clinical assessment materials and supplies and places orders as required.
• Provides coverage and support to other admins in the work area as required.

Hours of Work

Monday - Friday (8:00 am to 4:00 pm)

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Graduate of a recognized Secretarial/Office Administration Diploma Program required.
• Minimum six (6) months of related administrative experience required. One (1) year is preferred.
• A combination of equivalent education and experience may be considered.
• Working knowledge of Microsoft Office and other computer programs/technology required (testing may be conducted on candidates).
• Keyboarding skills minimum of 40 w.p.m. required, 60 wpm is preferred (testing may be conducted on candidates).
• Demonstrated excellent interpersonal and communication (verbal and written) skills required.
• Demonstrated initiative; self-motivation and ability to work independently with minimal supervision required.
• Proven ability to work collaboratively and consultatively with team members and stakeholders required.
• Proven time management, organizational, and problem-solving skills required.
• High regard for quality, attention to detail, and flexibility to meet workload demands required.
• Experience with MEDITECH, email, and the Internet is an asset.
• Knowledge of program-based care is an asset.
• Competencies in other languages are 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 an 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 Code will be considered on a case-by-case basis

If you are an employee of IWK Health, please apply through the to ensure you are flagged as an internal applicant.

Nova Scotia Health Authority