Administrative Assistant II, Reproductive Mental Health

Company
IWK Health  is a respected academic health sciences centre located in Halifax, Nova Scotia. The organization provides tertiary and primary care to two million children, youth, adults and families each year across the Atlantic region. It employs approximately 4000 staff, physicians, volunteers, and learners throughout Nova Scotia.

Position
Administrative Assistant II – Reproductive Mental Health, Mental Health & Addictions – Halifax, Permanent hourly, full‑time (100% FTE).

Start date:

October 2026. Compensation: $23.6572 – $26.7684 per hour. Closing Date:
June 15, 2026.

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

Opportunity
Reporting to the Manager of Reproductive Mental Health, Mental Health & Addictions, the Administrative Assistant II provides high‑quality administrative and organizational support to staff and other team members as assigned. The role is vital to the efficient operation of the team and requires clear verbal and written communication, independence, prioritisation, and attention to detail. The assistant supports IWK’s commitment to Family‑Centred Care by ensuring a welcoming environment for patients and families receiving care in the Mental Health and Addictions Program.

Duties

Provides general administrative support to team members.

Responds to patient inquiries.

Completes follow‑up and reminder calls.

Processes new assessment and follow‑up appointment correspondence.

Attends meetings, takes and produces minutes as required.

Maintains team/department communication and anticipates and troubleshoots problems.

Answers phone calls, relays messages, and refers calls with follow‑up as appropriate.

Prepares files for patient visits and maintains clinic filing system.

Types/transcribes reports, correspondence, photocopies, and distributes accordingly.

Maintains databases and reference materials for the team.

Establishes and maintains office filing system, manuals and records to ensure efficient storage and retrieval of material.

Coordinates clinicians’ appointments and schedules.

Arranges travel, including booking and expense recovery, as requested.

Provides reception duties and patient registration for in‑person and virtual appointments.

Acts as point of contact for residents and learners in the Department of Psychiatry.

Hours of Work
Monday – Friday, 8:00 am to 4:00 pm.

Qualifications

Minimum of a high school diploma or G.E.D. required.

Graduate from a recognized office administration program required.

Minimum six months of related administrative experience required (education and experience may be considered together).

Advanced working knowledge of MS Office programs required.

Keyboarding skills of 60 wpm or more required (testing may be conducted).

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 willingness to share knowledge and support the development of co‑workers.

Demonstrated commitment to Family‑Centred Care required.

Excellent multi‑tasking, organisational and prioritisation skills required.

Experience in MEDITECH, SAP, and/or data entry an asset.

Competencies in other languages an asset.

Benefits & EEO Statement
IWK Health promotes an anti‑racist environment and is committed to eliminating discrimination. The organization acknowledges Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people, and works to respect and honour that relationship. IWK actively seeks a diverse workforce and welcomes candidates who identify as Indigenous, Black/African Nova Scotian, Person of Colour, Immigrant/Newcomer, Person with a Disability, or 2

SLGBTQIA+. The company is an equal opportunity employer.

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