Administrative Assistant II, Central Referral

IWK Health; Halifax; On-site; CAD 33,000 - 37,000; Part time

Job summary

IWK Health in Bedford is seeking an Administrative Assistant to provide high-quality administrative and organizational support to the Central Referral, Mental Health & Addictions team. Duties include handling inquiries, scheduling, filing, and coordinating clinics and travel.

The ideal candidate will have a high school diploma or Office Administration credential, strong MS Office skills, and a proactive, team-oriented approach to support clinicians and residents in a dynamic healthcare setting.

Qualifications

• Minimum six months experience in an administrative role.
• Graduate from an Office Administration programme.
• Advanced MS Office knowledge; Visio is an asset.

Responsibilities

• Acts as general administrative support to members of the team.
• Responds to patient inquiries.
• Coordinates appointments and schedules for clinicians within the Team/Department.
• Books/coordinates clinics, Telehealth and meetings (rooms & equipment).
• Arranges travel including booking and expense recovery.
• Provide reception duties and patient registration duties during visits.
• Acts as point of contact for residents and learners in the Department of Child & Adolescent Psychiatry.

Skills

MS Office

Keyboarding 40 wpm

Team player

Communication

Interpersonal skills

Organizational skills

Initiative

Multitasking

Education

High School Diploma or GED

Office Administration Programme

Tools

Microsoft Office

Visio

MEDITECH

SAP

Data entry

Job description

Company : IWK Health

Req ID : 225701

Department/Program : Central Referral , Mental Health And Addictions

Location : Bedford

Type of Employment : Temporary Hourly PT long-assignment (80% FTE) for 2 years x 1 position(s)

Start Date : September 2026

Union Status : NSGEU Off&Cler, Admin Professionals Bargaining Unit

Compensation : $23.6572 - $26.7684 /hour

Closing Date : September 02, 2026 (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 colonisation. 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

Reporting to the Manager, Central Referral, Mental Health & Addictions, the Administrative Assistant provides high-quality administrative and organisational support to staff and other Team/Department members as assigned. Duties include but are not limited to:

Duties

• 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, Tuesday, Thursday, Friday 8:30-4:30, some evenings may be required.

Your Qualifications

• Minimum of a High School Diploma or G.E.D. required.
• Graduate from a recognised Office Administration Programme 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 programmes required
• Ability to use Visio, an asset
• Keyboarding skills minimum of 40 wpm required, 60 wpm is preferred (testing may be conducted on candidates)
• 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, organisational and prioritisation 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 unionised 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.