Administrative Assistant II, Infection & Prevention Control

IWK Health; Halifax; On-site; CAD 30,000 - 60,000; Full time

Job summary

IWK Health is seeking an Administrative Assistant II for its Infection & Prevention Control department. This permanent, full-time position requires providing comprehensive administrative support, including coordinating meetings, managing office communication, and handling patient records while maintaining high confidentiality standards. Ideal candidates will possess strong organizational, time management, and analytical skills, along with proficiency in MS Office applications.

Qualifications

• Minimum six months relevant experience.
• Proficiency in Microsoft Office suite and keyboarding skills of at least 60 w.p.m.
• Medical terminology course preferred.

Responsibilities

• Provide administrative support to the clinical manager and staff.
• Maintain office filing systems and assist with payroll information.
• Coordinate meetings and prepare reports and correspondence.

Skills

Time Management

Analytical Skills

Problem-Solving

Organization

Communication

Interpersonal Skills

Attention to Detail

Education

High School Diploma or G.E.D.

Graduate from a recognized Secretarial or Office Administration program

Tools

Outlook

Windows

Word

PowerPoint

Excel

Job description

Click here to apply as an internal applicant.

Company: IWK Health

Req ID: 205723

Department/Program: Infection & Prevention Control, Medicine, Quality & Safety

Location: Halifax

Type of Employment: Permanent Hourly FT (100% FTE) x 1 position

Start Date: ASAP

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

Compensation: $23.6572/hour

Closing Date: July 09, 2025 (Applications accepted until 23:59 Atlantic Time)

IWK Health, located in Halifax, Nova Scotia, is a respected academic health sciences centre providing tertiary and primary care for over two million children, youth, adults, and families annually across the Atlantic region. With approximately 4000 employees, physicians, volunteers, and learners, IWK offers a collaborative environment with training, mentorship, and modern facilities. We promote an anti-racist environment and are committed to equity, diversity, and inclusion, welcoming applications from Indigenous peoples, Black/African Nova Scotians, Persons of Colour, Immigrants, Persons with Disabilities, and 2SLGBTQIA+ individuals.

The Opportunity

Responsibilities

Reporting to the Manager of Infection, Prevention & Control, the Administrative Assistant II provides administrative support to the clinical manager, staff, and team members. Responsibilities include:

• Maintaining office filing systems, processing mail
• Answering calls, relaying messages, and following up
• Supporting team communications, troubleshooting issues
• Coordinating meetings, preparing agendas, taking minutes, following up on action items
• Preparing reports, correspondence, copying, and distributing documents
• Dictation, word processing, database entry
• Scanning and archiving patient records
• Maintaining IPAC and CVAD databases and reference materials
• Booking and coordinating events and meetings
• Arranging travel and expense reimbursements
• Preparing requisitions, purchase orders, petty cash, travel claims
• Assisting with payroll information
• Managing supplies inventory and placing orders
• Reporting safety issues

Hours of Work: Monday-Friday, 0800–1600

Qualifications

• High School Diploma or G.E.D.
• Graduate from a recognized Secretarial or Office Administration program
• Minimum six months relevant experience
• Proficiency in Outlook, Windows, Word, PowerPoint, Excel
• Keyboarding skills of at least 60 w.p.m.
• Medical terminology course (preferred)
• Strong time management, analytical, problem-solving skills
• Excellent organization, communication, and interpersonal skills
• Ability to prioritize and work independently
• Attention to detail and accuracy
• Ability to work collaboratively in a team
• Flexibility to meet workload demands
• Discretion handling confidential information
• Experience with medical billing applications (preferred)
• Knowledge of office equipment (preferred)
• Experience in patient scheduling and Meditech (assets)
• Additional language skills (assets)

Thank you for your interest in IWK Health. We will contact only those selected for interviews or testing. Accommodation requests are welcomed during assessment processes.

This is a unionized position within the Admin Professionals bargaining unit. Preference is given to current union members. Please verify benefits and seniority details before accepting offers. Employment is contingent upon background checks and credential verification.

If you are an IWK employee, please apply through the internal careers page.