Administrative Assistant II, Rehabilitation Services

Nova Scotia Health Authority; Halifax; Hybrid; CAD 33,000 - 37,000; Part time

Job summary

IWK Health in Halifax is seeking an Administrative Assistant II to provide high-quality administrative support to Rehabilitation Services teams, including Community and School Therapy Service.

The role involves scanning, mail, filing, budget tracking, scheduling meetings, data entry, and correspondence. Hours are Tue and Thu 8:00 am–4:00 pm (or 8:30 am–4:30 pm), 40% FTE temporary until February 2027.

Qualifications

• Minimum High School Diploma or GED required.
• Graduate of a recognized Secretarial or Office Administration diploma program required.
• Minimum six (6) months of related administrative/secretarial experience required. Three (3) years preferred.
• Keyboarding skills of 60 wpm required
• Advanced working knowledge of Windows, MS Office, spreadsheets, and database programs required.
• Knowledge of medical terminology required.
• Demonstrated excellent interpersonal and communication (verbal & 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.
• Demonstrated understanding and a champion of family-centered care required.
• Administrative/secretarial experience in a health care environment preferred.
• Demonstrated transcription skills preferred.
• Experience with Oracle CIS, Email, and the Internet is an asset.
• Knowledge of program-based care an asset
• Competencies in other languages an asset.

Responsibilities

• Facilitates highly functioning communication processes with teams.
• Liaises with clients, families, staff, students, vendors, and external partners in a courteous and professional manner both verbally and in a written manner.
• Scans documents into the CIS
• Answers and responds to telephone/e-mail inquiries and communicates messages and information accurately.
• Ensures appropriate processing of incoming and outgoing mail.
• Establishes and maintains office filing system, manuals & records to ensure efficient storage and retrieval of material, including transfer of files to off-site storage, as appropriate.
• Assists with budget tracking and monitors financial expenditures, as appropriate.
• Participates with all administrative staff to provide coverage for registration and administrative support for the Rehabilitation Service.
• Manages inventory of office supplies and places orders as required.
• May also support intake processes for the services, including: management and processing of referrals, coordination and scheduling of patient appointments, letters and forms, chart preparation, follow-up and tracking.
• Schedules, coordinates and attends team meetings, takes/produces minutes, and saves and distributes them, as required.
• Manages and ensures maintenance of patient data; enters data, regularly compiles statistics and related reports from the spreadsheets.
• Composes correspondence, types/transcribes/edits reports; photocopies and distributes accordingly.

Skills

Typing 60 wpm

MS Office

Windows knowledge

Medical terminology

Interpersonal skills

Independent work

Team collaboration

Time management

Attention to detail

Transcription skills

Oracle CIS

Email & Internet proficiency

Education

High School Diploma or GED

Secretarial or Office Administration diploma

Tools

Oracle CIS

MS Office

Email

Internet

Spreadsheets

Job description

Req ID: 226323
Department/Program: Rehabilitation Admin Services , Children's Medical Care
Location: Halifax
Type of Employment: Temporary Hourly PT short-assignment ( 40% FTE) until February 2027 x 1 position(s)
Start Date:ASAP
Union Status: NSGEU Off&Cler , Admin Professionals Bargaining Unit
Compensation: $ 23.6572 - $ 26.7684 /hour
Closing Date: 14 September 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 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 proportion of transgender and non-binary people of 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, and 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 of Rehabilitation Services, the Administrative Assistant II provides high-quality administrative and organizational support to Rehabilitation Services teams such as Community and School Therapy Service and Professional Practice Leaders for Occupational Therapy and Physiotherapy.

Responsibilities include but are not limited to:

• Facilitates highly functioning communication processes with teams.
• Liaises with clients, families, staff, students, vendors, and external partners in a courteous and professional manner both verbally and in a written manner.
• Scans documents into the CIS
• Answers and responds to telephone/e-mail inquiries and communicates messages and information accurately.
• Ensures appropriate processing of incoming and outgoing mail.
• Establishes and maintains office filing system, manuals & records to ensure efficient storage and retrieval of material, including transfer of files to off-site storage, as appropriate.
• Assists with budget tracking and monitors financial expenditures, as appropriate.
• Participates with all administrative staff to provide coverage for registration and administrative support for the Rehabilitation Service.
• Manages inventory of office supplies and places orders as required.

May also support the following:

• Ensures and participates in smooth intake processes for the services, including: management and processing of referrals, coordination and scheduling of patient appointments, letters and forms, chart preparation, follow-up and tracking.
• Schedules, coordinates and attends team meetings, takes/produces minutes, and saves and distributes them, as required.
• Manages and ensures maintenance of patient data; enters data, regularly compiles statistics and related reports from the spreadsheets.
• Composes correspondence, types/transcribes/edits reports; photocopies and distributes accordingly.

Hours of Work

Tuesday and Thursday 8:00 am -4:00 pm/8:30 am - 4:30 pm

Your Qualifications

• Minimum High School Diploma or GED required.
• Graduate of a recognized Secretarial or Office Administration diploma program required.
• Minimum six (6) months of related administrative/secretarial experience required. Three (3) years preferred.
• Keyboarding skills of 60 wpm required
• Advanced working knowledge of Windows, MS Office, spreadsheets, and database programs required.
• Knowledge of medical terminology required.
• Demonstrated excellent interpersonal and communication (verbal & 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.
• Demonstrated understanding and a champion of family-centered care required.
• Administrative/secretarial experience in a health care environment preferred.
• Demonstrated transcription skills preferred.
• Experience with Oracle CIS, Email, and the Internet is an asset.
• Knowledge of program-based care 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 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.

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