Administrative Assistant I, Eye Care Team
Job Location:
Monthly Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
Req ID: 225633
Department/Program: Eye Care Clinic/Team & Dalhousie Childrens Medical Care
Location:Halifax
Type of Employment: TemporaryHourly FT long-assignment (100% FTE)x 1 position(s) - 12 Months
Start Date: ASAP
Union Status:NSGEU Off&Cler Admin Professionals Bargaining Unit
Compensation: $23.3519 - $25.3918/hour
Closing Date: August 27 2026 (Applications are accepted until 23:59 Atlantic Time)
IWK Health is a respected academic health sciences centre located in Halifax Nova Scotia providing tertiary and primary care for two million children youth adults and families each year across the Atlantic region. We have a team of approximately 4000 employees physicians volunteers and learners at sites across Nova Scotia. People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each others talent and celebrate our successes. We collaborate in modern facilities or virtually from home align our work to our values and enjoy access to enhanced benefits and wellness programs. We are proud to support our patients families and communities and are grateful for the generous donor support we receive.
Promoting an anti-racist environment and calling out discrimination as we work and provide care is important to us. We are located in Mikmaki the unceded and ancestral territory of the Mikmaq people. Working in Mikmaki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization. There are 13 First Nation communities across Nova Scotia and more than 50 historic African Nova Scotian communities who also have a long deep and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportions of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination but have more work to do to build that trust acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self-identify as Indigenous Black/African Nova Scotians Persons of Colour Immigrants/Newcomers Persons with Disabilities 2SLGBTQIA 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.
Reporting to the Manager Ambulatory Care & Regional Poison Centre the Administrative Assistant I provides high quality administrative and organizational support to the Eye Care Team (under the direction of the supervisory Administrative Assistant(s) IV). Responsibilities include but are not limited to:
- Establishing and maintaining an office filing system including the processing of incoming and outgoing mail.
- Answering phone calls relaying messages and referring calls with follow-up as appropriate.
- Clinical scheduling of patients including coordination of appointments for patients requiring multidisciplinary sessions minimizing inconveniences to patients and families.
- Scheduling physician clinic time using discretion to accommodate the various needs of patient and families physicians and staff with input from clinical care leaders as required.
- Making patient appointment reminder phone calls.
- Registering patients for clinic visits in Meditech in accordance with IWK registrations standards.
- Coordinating and attending team meetings developing agendas taking/producing minutes and identifying action items.
- Preparing/typing/transcribing reports project documents correspondences etc. Photocopying and distributing accordingly;
- Completing and processing correspondence and records for computerized medical billing
- Dictation word processing and database entry.
- Scanning & Archiving of patient records.
Monday-Friday: 0800//1630
- High School Diploma or G.E.D required.
- Graduate from a recognized Secretarial or Office Administration Diploma required.
- An equivalent combination of education and experience may be considered for this position.
- Advanced working knowledge of computers including Outlook Windows Word Power Point Excel Spreadsheet Access Database and Word Perfect required .
- Keyboarding skills minimum of 60 w.p.m required.
- Successful completion of a medical terminology course required.
- Demonstrated strong time management analytical and problem-solving skills required.
- Demonstrated excellent organization skills strong communication (verbal & written) and interpersonal skills required.
- Demonstrated ability to prioritize workloads required.
- Demonstrated initiative; self-motivated and able to work with minimal supervision/direction required.
- Demonstrated high regard for quality accuracy and attention to detail required.
- Demonstrated ability to work well with others and in an interprofessional team required.
- Demonstrated flexibility to meet workload demands required.
- Excellent judgment and discretion in handling confidential and/or sensitive information required.
- Experience in computerized medical billing applications preferred.
- Working knowledge of office equipment (e.g. fax machine photocopier scanner etc) preferred.
- Experience in patient scheduling/booking an asset.
- Previous dictaphone experience an asset.
- Experience in Meditech an asset
- Competency in other languages an asset; French and Arabic preferred.
Thank you for your interest in IWK Health.
Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation. Please discuss your needs when invited to the assessment process.
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 ofIWK Health please apply through the internal careers page to ensure you are flagged as an internal applicant.
Required Experience:
Junior IC
