Administrative Assistant II, Preschool Autism Diagnostics, Provincial Preschool Autism Services

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). Based upon an extensive review and engagement, autism services in Nova Scotia are in the process of transitioning to a needs-based model responsive to the individual needs of children and their families. It will provide person and family-centred services to preschoolers across Nova Scotia who are suspected of or have a diagnosis of autism. The new and enhanced services will include a greater number and range of interventions and supports available for children and families. Examples include autism clinical intake and care coordination, family and health professional education, diagnostic assessments, QuickStart parent coaching toddler program, a 12-month intensive intervention for children with the greatest social communication and behavior needs, autism interventions by interprofessional teams, and transition to school. The intent is to create an efficient, sustainable, and integrated continuum of health services for preschool-age children with autism where services and supports are matched to the needs of children and their families.

The Opportunity

Reporting to the Manager, Provincial Preschool Autism Services, the Administrative Assistant II will provide high-quality administrative and organizational support to the Provincial Preschool Autism Service. The Administrative Assistant is part of the Diagnostic Team, which provides services for both Preschool and School-age youth across the province who have been referred for an autism assessment. The Administrative Assistant II provides confidential administrative service with high-quality organizational and communication skills to assist and support Diagnostic Team clinicians in ensuring effective and efficient operation on a daily basis. The Administrative Assistant II will be working closely with other teams within the Provincial Preschool Autism Service, including Clinical Intake and Care Coordination, and will work with clinicians who can be based across the Central, Northen, Western, and Eastern Zones. Exemplary technical skills to thrive in a virtual administrative support model are therefore essential.

Responsibilities include but are not limited to: 
 

• Liaises with patients, families, staff, partner clinicians (Nova Scotia Health, Private) and other stakeholders in a courteous and professional manner


• Books and coordinates patient appointments, events and meetings for Provincial Preschool Autism services, including room booking, equipment, and travel arrangements.


• 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.


• Processes invoices, as required.


• Performs other related duties as required.


• Provides coverage and support to other Administrative Assistants in the work area 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.