Administrative Assistant II, Rehabilitation Services

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

Job summary

An established healthcare provider is seeking a dedicated Administrative Assistant to support their Rehabilitation Services team. This role involves providing high-quality administrative, secretarial, and organizational support, ensuring efficient communication with patients and staff. The ideal candidate will possess strong interpersonal and communication skills, along with proficiency in Microsoft Office and a commitment to maintaining confidentiality. This is a fantastic opportunity to join a respected organization that values diversity and inclusion, offering a collaborative work environment where your contributions will directly impact the care provided to the community. If you are resourceful, organized, and passionate about making a difference, we encourage you to apply!

Benefits

Enhanced benefits

Wellness programs

Training and mentorship opportunities

Qualifications

• Minimum 6 months of administrative experience required.
• Graduate of a recognized Secretarial/Office Administration Diploma Program.

Responsibilities

• Provide administrative support to the IWK Rehab Team.
• Liaise with patients and stakeholders in a professional manner.

Skills

Interpersonal Skills

Communication Skills

Analytical Skills

Time Management

Problem-Solving Skills

Keyboarding Skills

Confidentiality Maintenance

Education

High School Diploma or G.E.D.

Secretarial/Office Administration Diploma

Tools

Microsoft Office

MEDITECH

Job description

Req ID: 197315
Department/Program: Rehabilitation Admin Services, Children's Medical Care
Location: Halifax
Type of Employment: Temporary Hourly PT long-assignment (50% FTE) until October 2025 x 1 position(s)
Start Date: ASAP
Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation: $23.6572 - $26.7684 /hour
Closing Date: 18 February 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.

Promoting an anti-racist environment, and calling out discrimination as we work and provide care, is important to us. 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(s), Rehabilitation Services, the administrative assistant will provide high-quality administrative, secretarial, and organizational support to the IWK Rehab Team. Responsibilities include but are not limited to:

1. Liaises with patients, families, staff, and stakeholders in a courteous and professional manner.
2. Drafts letters, types/transcribes reports, correspondence, photocopies, and distributes accordingly.
3. Answers telephone/e-mail inquiries, and relays messages and information accurately by referring inquiries, with follow-up, as appropriate.
4. Prepares patient charts, and maintains office filing system, forms, and records to ensure efficient storage and retrieval of material. Processes incoming/outgoing mail.
5. Coordinates and schedules patient appointments for the Rehab Services Team as assigned, including appointment letters, forms, and follow-ups as appropriate.
6. Registers patient appointments for the Rehab Service Team.
7. Shares coverage for all admin tasks with all 4th-floor Rehabilitation Service admins.
8. Books and coordinates events and meetings for the Rehab Services Team including bookings and equipment as required.
9. Attends committee meetings, takes, produces, and distributes minutes, as required.
10. Manages and maintains a patient database(s) and is responsible for data entry.
11. Provides coverage and support to other admins in the work area as required.

Hours of Work

Monday – Friday; exact days/hours to be decided.

Your Qualifications

1. Minimum High School Diploma or G.E.D. required.
2. Graduate of a recognized Secretarial/Office Administration Diploma Program required.
3. Minimum six (6) months of related administrative experience required. One (1) year is preferred.
4. A combination of equivalent education and experience may be considered.
5. Working knowledge of Microsoft Office and other computer programs/technology required (testing may be conducted on candidates).
6. Keyboarding skills minimum of 40 w.p.m. required, 60 wpm is preferred (testing may be conducted on candidates).
7. Resourceful and analytical with the ability to use good judgment and make decisions.
8. The ability to maintain confidentiality is essential.
9. Experience preparing presentations and reports is an asset.
10. Demonstrated knowledge and experience with appropriate medical terminology is an asset.
11. Demonstrated excellent interpersonal and communication (verbal and written) skills required.
12. Demonstrated initiative; self-motivation and ability to work independently with minimal supervision required.
13. Proven ability to work collaboratively and consultatively with team members and stakeholders required.
14. Proven time management, organizational, and problem-solving skills required.
15. High regard for quality, attention to detail, and flexibility to meet workload demands required.
16. Experience with MEDITECH, email, and the internet is an asset.
17. Knowledge of program-based care is an asset.
18. 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 accommodation. Please discuss your needs when invited to the assessment process.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials.