Pediatric Ambulatory Care Admin Assistant II

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

Job summary

IWK Health in Halifax is seeking an Administrative Assistant II for the Children’s Ambulatory Medical Care portfolio. Reporting to the Manager, you will provide high-quality administrative and organizational support, manage filing, handle communications, and coordinate patient scheduling.

The role requires a high school diploma or G.E.D. and an Office Administration diploma, along with strong computer skills (Outlook, Word, Excel).

Qualifications

• High School Diploma or G.E.D. required.
• Graduate of a recognized Office Administration Diploma program required.
• A minimum of six (6) months of experience is required. A minimum of one (1) year of experience is preferred.
• Advanced working knowledge of computers, including Outlook, Windows, Word, PowerPoint, Excel, Access Database, and Word Perfect.
• Keyboarding skills: minimum of 60 w.p.m. required.
• Experience with medical terminology is preferred.
• Strong time management, analytical, and problem-solving skills required.
• Excellent organization, communication (verbal & written), and interpersonal skills required.
• Ability to prioritize workloads and work with minimal supervision.

Responsibilities

• Establishing and maintaining an office filing system including processing mail/faxes.
• Maintaining documentation/records of received and sent documents.
• Answering phone calls, relaying messages, and following up as appropriate.
• Liaising between IWK and community partners to ensure prompt flow of documentation.
• Making patient appointment reminder phone calls.
• Registering patients for clinic visits per IWK standards.
• Sorting, labeling, and sending patient care documents to Health Records for scanning.
• Coordinating and attending team meetings, developing agendas, taking minutes, and identifying action items.
• Preparing, typing, and transcribing reports and project documents; photocopying and distributing as needed.
• Booking and coordinating events and meetings, including room bookings and equipment.

Skills

Outlook

Windows

Word

PowerPoint

Excel

Access

WordPerfect

Typing 60 wpm

Medical terminology

Time management

Organization

Communication

Interpersonal skills

Prioritization

Teamwork

Education

High School Diploma or G.E.D.

Office Administration Diploma

Tools

Meditech

Fax machine

Photocopier

Scanner

Job description

IWK Health in Halifax is seeking an Administrative Assistant II for the Children’s Ambulatory Medical Care portfolio. Reporting to the Manager, you will provide high-quality administrative and organizational support, manage filing, handle communications, and coordinate patient scheduling.

The role requires a high school diploma or G.E.D. and an Office Administration diploma, along with strong computer skills (Outlook, Word, Excel).