Administrative Assistant II, Rehabilitation Services
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Job Summary
Req ID: 224347
Department/Program: Rehabilitation Admin Services Childrens Medical Care
Location:Halifax
Type of Employment: PermanentHourly PT (50%FTE) x 1position(s)
Start Date:ASAP
Union Status:NSGEU Off&Cler Admin Professionals Bargaining Unit
Compensation: $23.6572 - $26.7684/hour
Closing Date: 9 August 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 proportion of transgender and non-binary people of 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 and 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(s) Rehabilitation Services the administrative assistant will provide high-quality administrative secretarial and organizational support to the IWK Rehab Team. Responsibilities include but are not limited to:
Liaises with patients families staff and stakeholders in a courteous and professional manner.
Drafts letters types/transcribes reports correspondence and photocopies and distributes accordingly.
Answers telephone/e-mail inquiries and relays messages and information accurately by referring inquiries with follow-up as appropriate.
Prepares patient charts and maintains office filing system forms and records to ensure efficient storage and retrieval of material. Processes incoming/outgoing mail.
Coordinates and schedules patient appointments for the Rehab Services Team as assigned including appointment letters forms and follow-ups as appropriate.
Registers patient appointments for the Rehab Service Team.
Shares coverage for all admin tasks with all 4th-floor Rehabilitation Service admins.
Books and coordinates events and meetings for the Rehab Services Team including bookings and equipment as required.
Attends committee meetings takes produces and distributes minutes as required.
Manages and maintains a patient database(s) and is responsible for data entry;
Shares registration desk coverage responsibilities as required.
Monday Friday; exact days/hours to be decided.
Minimum High School Diploma or G.E.D. required.
Graduate of a recognized Secretarial/Office Administration Diploma Program required.
Minimum six (6) months of related administrative experience required. One (1) year is preferred.
A combination of equivalent education and experience may be considered.
Working knowledge of Microsoft Office and other computer programs/technology required (testing may be conducted on candidates).
Keyboarding skills minimum of 40 w.p.m. required 60 wpm is preferred (testing may be conducted on candidates).
Resourceful and analytical with the ability to use good judgment and make decisions.
The ability to maintain confidentiality is essential.
Experience in preparing presentations and reports is an asset.
Demonstrated knowledge and experience with appropriate medical terminology is an asset.
Demonstrated excellent interpersonal and communication (verbal and written) skills required.
Demonstrated initiative self-motivation and ability to work independently with minimal supervision required.
Proven ability to work collaboratively and consultatively with team members and stakeholders required.
Proven time management organizational and problem-solving skills required.
High regard for quality attention to detail and flexibility to meet workload demands required.
Experience with Cerner CIS email and the internet is an asset.
Knowledge of program-based care is an asset.
Competencies in other languages are an asset.
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
