Administrative Assistant II, Community Mental Health

Job title: Administrative Assistant II, Community Mental Health

Job description: Department/Program: Dartmouth Community Mental Health, Mental Health & Addictions Program
Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)
Req ID: 114839
Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation: $20.3648 – $23.1417/hour
Posting Date: June 21, 2021
Closing Date: June 28, 2021
Start Date: ASAP

IWK Health is an internationally recognized and respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million women, children, youth and families across the Atlantic region. The IWK is committed to a workplace where our staff, physicians, learners and volunteers reflect the patients, families and communities that we serve. We seek and encourage applicants who reflect our broad diversity, and we are committed to reducing barriers to employment and career growth.

Position Summary

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

• 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 – Friday (8:30 am to 4:30 pm), some evening hours if required.

Qualifications

• Minimum of a High School Diploma or G.E.D. required.
• Graduate from a recognized Office Administration Program 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 programs 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, organizational and prioritization skills required
• Experience in MEDITECH, SAP, and/or data entry an asset.
• Competencies in other languages an asset; French preferred.

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