Administrative Assistant II, Respirology Clinic; Chest Clinic

Administrative Assistant II, Respirology Clinic (Chest Clinic)   Req :  219212
Department/Program:  Chest Clinic, Children's Medical Care

Location:

Halifax
Type of Employment:  12 months Hourly FT long-assignment (100% FTE) x 1 position(s) - with the potential for extension

Start Date:

ASAP
Union Status:  NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation:  $23.66 - $26.77 /hour
Closing Date:  June 18, 2026 (Applications are accepted until 23:59 Atlantic Time)
The Opportunity  Reporting to the Manager, Children’s Inpatient and Ambulatory Medical Care, the Administrative Assistant provides general administrative and organizational support to the Respirology Team. This position acts as a primary point of contact for the Respirology team and provides confidential administrative service with a high degree of organizational and communication skills.
Include but are not limited to:
Coordinate and schedule Cystic Fibrosis (CF) clinics, and other Respirology clinics (e.g., Chest Clinics, Travel Clinics and Pulmonary Function Testing (PFT)). Includes coordinating additional required diagnostic tests and procedures (laboratory testing, diagnostic imaging, and specialized procedures)
Coordinate hospital admissions and operating room procedures (e.g., bronchoscopies) through the Novari Access to Care (ATC) platform, liaising with families and interdisciplinary departments
Provide front desk coverage and registration support for the Chest and Cystic Fibrosis Clinic
Manage incoming phone calls, respond to patient inquiries, relay messages, and ensure appropriate follow-up
Organize and support meetings, including preparing agendas, recording, and distributing minutes
Maintain Chest/CF Clinic team communications, participating in quality improvement initiatives and ambulatory care team activities as required
Provide administrative support to Allied Health staff (RNs, Dietitians, Pharmacists, Social Workers, Respiratory Therapists, and Physiotherapists), including Outlook calendar management
Prepare and process reports, letters, forms, correspondence, and other clinical or administrative documentation
Maintain office filing systems and ensure accurate processing of incoming and outgoing mail, faxes, and electronic records
Scan and upload clinical documentation into the electronic patient health record system
Coordinate purchase requisitions for respiratory and CF equipment and supplies, manage equipment inventory and returns, process and maintain MSI billing records, and track reimbursements to ensure accurate financial recovery
Submit department facilities work orders and coordinate maintenance requests to ensure clinic spaces are safe and fully operational
Perform other related duties as assigned
Hours of Work  Monday to Friday, 8:30 AM to 4:30 PM (onsite)
Your Qualifications   Minimum of a High School Diploma or G.E.D. required.
Graduated from a recognized Office administration, Business, or Secretarial Diploma Program required.
A combination of education and experience will be considered.
Minimum 6 months of experience in a related administrative/secretarial role is required; 1 year of experience is preferred.
Ideally in a health care research environment
Advanced working knowledge of MS Office programs required.
Minimum keyboarding skills of 60 wpm required.
Demonstrated initiative, self-motivated and able to work with minimal supervision required.
Proven attention to detail, excellent organization, prioritization, and analytical skills required.
Team player with strong interpersonal skills and flexibility in meeting workload demands required.

Experience with OPOR-CIS and Novari ATC, Zoom and MS Teams preferred.
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.
If you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant.
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Medical Lab, Front Desk, Surgery, Secretary, Respiratory, Healthcare, Administrative

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