General Office Clerk III

Click here to apply as an internal applicant.

Company : IWK Health 

Req ID: 228191 
Department/Program: Maritime Medical Genetics, Diagnostic Services & Maritime Medical Genetics 
Location: Halifax
Type of Employment: Temporary Hourly FT long-assignment (100% FTE) for 9.5 months x 2 position(s)
Start Date: ASAP
Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation: $23.6572 - $26.7684 /hour
Closing Date: 27-Oct-26 (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 other’s 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 Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people. Working in Mi’kma’ki 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.
The Opportunity

Reporting to the Manager, MMGS, the General Office Clerk III is responsible for providing high quality clerical and organizational support to the department.

Responsibilities may include, but are not limited to: 

Prepare, organize, and perform high-volume scanning of physical patient records into designated electronic folders in accordance with established procedures and file management standards.

Accurately enter, update, and verify patient and chart information in the customized MMGS database and maintain accurate tracking of records throughout the digitization process.

Perform quality control and audit checks to ensure scanned records are correctly reflected in the MMGS database.

Reconcile chart discrepancies within established procedures and escalate issues as required.

Retrieve and track physical patient records and maintain appropriate chart control and secure handling throughout the digitization process.

Maintain confidentiality and safeguard personal health information throughout the retrieval, review, scanning, electronic filing, and disposition process.

Ensure physical records approved for destruction, ensuring records are appropriately identified, tracked, and prepared for secure disposal in accordance with established procedures.

Participate in cross-training, procedure updates, electronic records management activities, and other initiatives related to the records digitization project

Hours of Work

Monday - Friday

Your Qualifications

Minimum High School Diploma or GED required.

Minimum six (6) months of related experience in a health care setting required.

Experience using office scanning equipment and working with electronic records/document management processes.

Proficiency using Microsoft Office Suite applications and other records management tools, including MS Access, Excel, Word, Outlook, SharePoint, and Adobe Acrobat.

Experience with accurate data entry, and electronic file management.

Knowledge of medical terminology through formal education and/or relevant experience in a medical or health care environment.

Demonstrated attention to detail and ability to perform quality control and audit activities with a high degree of accuracy.

Demonstrated ability to handle confidential and sensitive information appropriately.

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 of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant.