Administrative Assistant II, AIS 24/5

Nova Scotia Health Authority; Halifax; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to provide high-quality support in a dynamic healthcare environment. This role involves collaborating with an interdisciplinary team to ensure efficient operations, managing correspondence, and maintaining organized filing systems. The ideal candidate will possess strong organizational and communication skills, along with proficiency in MS Office. Join a team that values mentorship and professional growth while contributing to the well-being of the community. This is a fantastic opportunity to make a meaningful impact in the lives of youth and families facing mental health challenges.

Benefits

Enhanced benefits

Wellness programs

Training opportunities

Qualifications

• Minimum six months experience in a healthcare environment.
• Graduate of a recognized Office Administration program required.

Responsibilities

• Provide administrative support to team meetings and correspondence.
• Organize and maintain electronic and hard copy filing systems.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Time Management

Keyboarding Skills

Education

High School Diploma or GED

Office Administration Program

Tools

MS Office

Meditech

Outlook

Job description

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Req ID: 202912
Department/Program: AIS Addictions/Concurrent 24/7 , Mental Health And Addictions
Location:Halifax
Type of Employment: Permanent Hourly FT ( 100% FTE) x 1 position(s)

Start Date: June 2025
Union Status: NSGEU Off&Cler , Admin Professionals Bargaining Unit
Compensation: $ 23.6572 - $ 26.7684 /hour
Closing Date: May 23, 2025 (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.

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 many thousands of years prior to colonization. There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities who 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 proportions 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

Accountable to the Clinical Manager, Adolescent Intensive Services and reporting to the Team Leader, the Administrative Assistant provides high quality administrative, secretarial, and organizational support to an offsite inpatient and day program area that provides specialized care to youth and their families with mental health and substances use issues. Working with minimal supervision, the Administrative Assistant supports the interdisciplinary care team. Responsibilities include, but are not limited to: providing administrative support to team meetings/committee (e.g., including meeting agenda and minutes taking); creating written correspondence and proofreading/editing materials for accuracy; typing/transcribing reports, letters and general correspondence, photocopying and distributing accordingly; providing logistic and organizational support for conference/meeting planning including arranging travel, booking, and expense recovery; organizing and maintaining electronic and hard copy filing system; assisting in the development of documents and/or reports, including entering data and compiling information; answering telephone/e-mail inquiries and communicating messages and information accurately with follow-up, as appropriate; registering client information and securing health information; managing team and office operations (e.g., ordering supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system); providing organizational and administrative support for ad-hoc projects as assigned; other related duties as assigned.

Hours of Work

Your Qualifications

• Minimum High School Diploma or GED required.
• Graduate of a recognized Office Administration, Business or Secretarial Program required.
• Minimum six (6) months related experience required, preferably in a mental health/healthcare environment.
• Keyboarding skills of 60 wpm required; maximum four (4) allowable errors. Testing may be required.
• Advanced working knowledge of MS Office programs required.
• Experience in Meditech, Outlook and Community Wide Scheduling preferred.
• Proven time management and problem-solving skills required.
• Demonstrated excellent organizational skills, strong communication (verbal and written), and interpersonal skills required.
• Demonstrated ability to function effectively as a member of an interdisciplinary care team.
• Demonstrated ability to liaise, network and interact effectively with others.
• Demonstrated ability to prioritize workload and employ flexibility to meet competing demands.
• Proven ability to exercise a high degree of initiative and self-motivation required.
• Ability to work independently with minimal direction and/or supervision required.
• Demonstrated high regard for quality, accuracy, and attention to detail required.
• Competencies in other languages considered an asset.

Please Note: Keyboarding and IT Testing will be conducted on short listed candidates (i.e. typing speed, Microsoft Office documents, etc.)

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.

I f you are an employee ofIWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.

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