Administrative Assistant II, Provincial Preschool Autism Services
About the role
Administrative Assistant II, Provincial Preschool Autism Services (Halifax)
Provincial Preschool Autism Services
The Provincial Preschool Autism Service (PPAS) is a partnership between IWK Health (IWK), Nova Scotia Health (NSH), Hearing and Speech Nova Scotia (HSNS) and Autism Nova Scotia (Autism NS). It provides person and family-centred services to preschoolers across Nova Scotia who are suspected of or have a diagnosis of autism. The goal of the service is to provide an efficient, sustainable, and integrated continuum of health services that follows a needs-based model responsive to the individual needs of children and their families.
Services include a range of interventions and supports available for children and families. Service streams include:
- Clinical intake and care coordination
- Family and health professional education
- QuickStart NS parent coaching toddler program
- Autism diagnostic assessment
- Interprofessional autism interventions
- Intensive intervention for children with the greatest social communication and behaviour needs
- Transition to school supports
The Opportunity
Reporting to the Manager, Provincial Preschool Autism Services, the Administrative Assistant will provide high-quality administrative and organizational support to the Provincial Preschool Autism Service. The Administrative Assistant is part of a team in the Intervention service. The Administrative Assistant provides confidential administrative service with high-quality organizational and communication skills to assist and support, ensuring the effective and efficient operations on a daily basis. This position supports CZ staff in Intervention Services and support other teams within CZ PPAS (CZ Diagnostics or Clinical Intake & Care Coordination) as required.
Responsibilities include but are not limited to:
- Liaises with patients, families, staff, and stakeholders in a courteous and professional manner.
- Communicates messages and information promptly, accurately, and with follow up, as appropriate.
- Listens well and redirects inquiries accordingly.
- Manages time and sets priorities for performance of job functions.
- Processes incoming/outgoing mail.
- Types/transcribes correspondence, photocopies and distributes accordingly.
- Supports Documentation, maintains office filing system, forms and records to ensure efficient storage and retrieval of material.
- Where required, registers patients for visits.
- Supports the establishment and ongoing maintenance of databases and other technology tools / applications for tracking information and transitioning from paper-based environments
- Maintains confidentiality of all patient, family and employee information.
- Places work orders to repair or replace equipment, etc. as required.
- Books and coordinates events and meetings for Provincial Preschool Autism services, including room booking, equipment, and travel arrangements.
- Processes invoices, as required.
- Performs other related duties as required.
Hours of Work
- 70 hours bi-weekly
- Capacity to work flexible hours to accommodate service needs (evenings, weekends)
Your Qualifications
- High School Diploma or GED required.
- Graduate from a recognized Secretarial or Office Administration Diploma Program required.
- Minimum six (6) months related administrative experience required, one year preferred. An equivalent combination of education and experience may be considered for this position.
- Administrative/secretarial experience in a health care environment preferred.
- Advanced working knowledge of Windows, Microsoft Office Products (including Outlook, PowerPoint, Excel Teams, Sharepoint) Zoom, and database programs required.
- Keyboarding skills of 60 wpm required, maximum four (4) allowable errors required.
- Highly advanced technology skills for working in a virtual environment (synchronous and asynchronous communication and ability to collaborate with on a provincial scale) required.
- Knowledge of medical terminology required.
- Demonstrated excellent interpersonal and communication (verbal & written) skills required.
- Demonstrated ability to work collaboratively and consultatively with team members and partners required.
- Proven time management, organizational and problem-solving skills required.
- Demonstrated initiative, self-motivated and able to work independently with minimal supervision required.
- High regard for quality and attention to detail required.
- Flexible to meet workload demands required.
- Working knowledge of office equipment (e.g., phone systems, fax machine, photocopier, scanner, etc) required
- Experience with Meditech an asset.
- Competencies in other languages an asset
Job Segment
Secretary, Sharepoint, Clerical, Database, Developer, Administrative, Technology
About Nova Scotia Health Authority
We are Nova Scotia Health. We are rural and urban. We are in hospitals, health centres and community. We serve individuals and communities from Yarmouth to Cape Breton, from Amherst to Halifax, and everything in between.
We are researchers and learners, looking for new ways to prevent and treat disease and maintain health. We are partners – with community groups, schools, government, foundations and auxiliaries, community health boards and, most importantly, with you.
Most of all, we are a community of caring, compassionate people who care deeply about health, healing and learning. Together with you, we will create a healthier Nova Scotia.
Mission: Working together to achieve excellence in health, healing and learning
Vision: Healthy people, healthy communities – for generations
Administrative Assistant II, Provincial Preschool Autism Services
About the role
Administrative Assistant II, Provincial Preschool Autism Services (Halifax)
Provincial Preschool Autism Services
The Provincial Preschool Autism Service (PPAS) is a partnership between IWK Health (IWK), Nova Scotia Health (NSH), Hearing and Speech Nova Scotia (HSNS) and Autism Nova Scotia (Autism NS). It provides person and family-centred services to preschoolers across Nova Scotia who are suspected of or have a diagnosis of autism. The goal of the service is to provide an efficient, sustainable, and integrated continuum of health services that follows a needs-based model responsive to the individual needs of children and their families.
Services include a range of interventions and supports available for children and families. Service streams include:
- Clinical intake and care coordination
- Family and health professional education
- QuickStart NS parent coaching toddler program
- Autism diagnostic assessment
- Interprofessional autism interventions
- Intensive intervention for children with the greatest social communication and behaviour needs
- Transition to school supports
The Opportunity
Reporting to the Manager, Provincial Preschool Autism Services, the Administrative Assistant will provide high-quality administrative and organizational support to the Provincial Preschool Autism Service. The Administrative Assistant is part of a team in the Intervention service. The Administrative Assistant provides confidential administrative service with high-quality organizational and communication skills to assist and support, ensuring the effective and efficient operations on a daily basis. This position supports CZ staff in Intervention Services and support other teams within CZ PPAS (CZ Diagnostics or Clinical Intake & Care Coordination) as required.
Responsibilities include but are not limited to:
- Liaises with patients, families, staff, and stakeholders in a courteous and professional manner.
- Communicates messages and information promptly, accurately, and with follow up, as appropriate.
- Listens well and redirects inquiries accordingly.
- Manages time and sets priorities for performance of job functions.
- Processes incoming/outgoing mail.
- Types/transcribes correspondence, photocopies and distributes accordingly.
- Supports Documentation, maintains office filing system, forms and records to ensure efficient storage and retrieval of material.
- Where required, registers patients for visits.
- Supports the establishment and ongoing maintenance of databases and other technology tools / applications for tracking information and transitioning from paper-based environments
- Maintains confidentiality of all patient, family and employee information.
- Places work orders to repair or replace equipment, etc. as required.
- Books and coordinates events and meetings for Provincial Preschool Autism services, including room booking, equipment, and travel arrangements.
- Processes invoices, as required.
- Performs other related duties as required.
Hours of Work
- 70 hours bi-weekly
- Capacity to work flexible hours to accommodate service needs (evenings, weekends)
Your Qualifications
- High School Diploma or GED required.
- Graduate from a recognized Secretarial or Office Administration Diploma Program required.
- Minimum six (6) months related administrative experience required, one year preferred. An equivalent combination of education and experience may be considered for this position.
- Administrative/secretarial experience in a health care environment preferred.
- Advanced working knowledge of Windows, Microsoft Office Products (including Outlook, PowerPoint, Excel Teams, Sharepoint) Zoom, and database programs required.
- Keyboarding skills of 60 wpm required, maximum four (4) allowable errors required.
- Highly advanced technology skills for working in a virtual environment (synchronous and asynchronous communication and ability to collaborate with on a provincial scale) required.
- Knowledge of medical terminology required.
- Demonstrated excellent interpersonal and communication (verbal & written) skills required.
- Demonstrated ability to work collaboratively and consultatively with team members and partners required.
- Proven time management, organizational and problem-solving skills required.
- Demonstrated initiative, self-motivated and able to work independently with minimal supervision required.
- High regard for quality and attention to detail required.
- Flexible to meet workload demands required.
- Working knowledge of office equipment (e.g., phone systems, fax machine, photocopier, scanner, etc) required
- Experience with Meditech an asset.
- Competencies in other languages an asset
Job Segment
Secretary, Sharepoint, Clerical, Database, Developer, Administrative, Technology
About Nova Scotia Health Authority
We are Nova Scotia Health. We are rural and urban. We are in hospitals, health centres and community. We serve individuals and communities from Yarmouth to Cape Breton, from Amherst to Halifax, and everything in between.
We are researchers and learners, looking for new ways to prevent and treat disease and maintain health. We are partners – with community groups, schools, government, foundations and auxiliaries, community health boards and, most importantly, with you.
Most of all, we are a community of caring, compassionate people who care deeply about health, healing and learning. Together with you, we will create a healthier Nova Scotia.
Mission: Working together to achieve excellence in health, healing and learning
Vision: Healthy people, healthy communities – for generations