Administrative Assistant II, Maritime Psychiatry Regional Municipality

Position Overview

The Administrative Assistant II provides high quality administrative and organizational support to the Division of Child and Adolescent Psychiatry manager, staff, and other team members within the Mental Health and Addictions assigned area.

• Book, register, and coordinate clinics, including scheduling appointments and collaborating with other services or clinics.
• Maintain and organize multiple clinician schedules using Outlook.
• Attend meetings, take, produce, and distribute minutes as required.
• Answer telephone calls, relay messages, and refer calls with follow‑up as appropriate.
• Print reports, manage all correspondence, photocopy, and distribute documents from the J drive.
• Enter clients, update, and maintain Green space (client database).
• Maintain team communications.
• Actively anticipate and troubleshoot problems.
• Establish and maintain a filing system, including processing incoming and outgoing mail.
• Complete correspondences and records for computerized medical billing.
• Participate in ambulatory care team discussions as required, offering input and energy toward improving clinic efficiency.
• Manage inventory, place orders for supplies, and submit work orders to repair or replace equipment as needed.
• Report workplace safety issues to manager or delegate.

• Minimum High School Diploma or GED required.
• Graduate of a recognized Office Administration Program required.
• Minimum 6 months related administrative experience required; 1 year preferred (or a combination of equivalent education and experience).
• Advanced working knowledge of Microsoft Office programs required.
• Keyboarding skills, minimum of 60 words per minute required.
• Testing may be conducted on the candidates.
• Medical terminology knowledge preferred.
• Demonstrated strong time management, analytical, and problem‑solving skills required.
• Demonstrated high regard for quality, accuracy, and attention to detail required.
• Demonstrated excellent multi‑tasking, organizational skills, strong communication (verbal & written) required.
• Proven team player with strong interpersonal skills and ability to respectfully work with a variety of inter‑professional team members.
• Demonstrated ability to prioritize workload demands.
• Proven ability to act decisively, exercise a high degree of initiative, and self‑motivation.
• Demonstrated ability to work well with others in a collaborative, interprofessional team.
• Demonstrated flexibility to meet workload demands.
• Excellent judgment and discretion in handling confidential and/or sensitive information.
• Functions effectively in a stressful setting with multiple deadlines and concurrent activities.
• Experience in OPOR and computerized medical billing, Green space applications preferred.

Monday – Friday: 8‑hour day shift, as required.

This is an 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 prior to accepting the position.

IWK Health welcomes all interested persons who self‑identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, and 2

SLGBTQIA+ 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.