Administrative Assistant III, Eye Care Team, Ambulatory Care

1 week ago

Halifax, Nova Scotia, Canada Nova Scotia Health Authority Full time
Company : IWK Health

Req ID:
Department/Program: Eye Care Clinic/Team & Dalhousie , Children's Surgical & Critical Care
Location: Halifax
Type of Employment: Permanent Hourly FT % FTE) x position(s)
Start Date: ASAP
Union Status: NSGEU Off&Cler , Admin Professionals Bargaining Unit
Compensation: $ - $ /hour
Closing Date : June 20, (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 employees, physicians, volunteers and learners at sites across . 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 , and enjoy access to enhanced 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 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 of Eye Care Team, the Administrative Assistant Level III provides high quality administrative, secretarial, and organizational support to the division of Ophthalmology with primary support to the Chief Ophthalmologist. This position will support the Chief Ophthalmologist's work at both the IWK and QEII Health Sciences Centre. Responsibilities include, but are not limited to:


• Maintaining files and utilizing Outlook to coordinate 4 Ophthalmologists' schedules

• Responsibility of maintaining the Chief Ophthalmologist daily schedule

• Coordinating and scheduling patient surgeries which includes liaising with families, internal/external departments, hospitals and agencies

• Maintaining team/division communications. Actively anticipating and troubleshooting problems

• Collaborating with the Admin 4 who creates and manages the eye clinic master schedule for Eye Care Team

• Collaborate/communicate with Ophthalmology Education Coordinator regarding residency program

• Coordinating travel arrangements including booking and expense recovery, as requested

• Attending meetings, taking, producing, and distributing minutes and data as required

• Establishes and maintains office filing system including processing incoming/outgoing mail

• Completing correspondence and records for computerized medical billing

• Providing academic and research support (i.e., literature searches, article retrieval, etc)

• Managing inventory of office supplies and placing orders as required

• Tracking expenses

• Participating in ambulatory care team discussions as required, offering input and energy into efforts at improving clinic efficiency and functioning

• Preparing purchase requisitions, cheque requisitions, and petty cash vouchers

• Dictation, word processing, and database entry

• Preparing/typing/transcribing reports, project documents, correspondences, etc. Distributing accordingly

• Generating and tracking performance indicators as required

• Establishing and maintaining office filing system including processing incoming/outgoing mail.

• Coordinating Care and correspondence with patients, other departments and other hospitals

• Support and training Admin level II's in the division Ophthalmology

• Responsible for patients referrals

• Actively anticipates and troubleshoots problems.

• Answers phone calls with follow up, as appropriate

• Other related duties as assigned.

Hours of Work

Monday – Friday, - / -

Your Qualifications


• Minimum of a High School Diploma or G.E.D. required.

• Graduate from an Office Administration Program required.

• Minimum two years related administrative experience required. Experience in a health care academic or clinic setting required.

• Previous experience working in an ophthalmology/Eye Care Team environment preferred.

• Medical Terminology Course required.

• Advanced working knowledge of MS Office programs and database programs required.

• Experience in Meditech, Novari, Acuro, Ocean an asset.

• Keyboarding skills minimum of 60 wpm (testing may be conducted on candidates).

• Experience in computerized medical billing applications preferred.

• Proven time management, problem-solving and analytical skills required.

• Excellent organization skills, strong communication (verbal & written) and interpersonal skills.

• Ability to prioritize workloads; function effectively in a stressful environment with multiple deadlines and concurrent activities.

• Demonstrates initiative; self-motivated and able to work with minimal supervision.

• Demonstrates high regard for quality, accuracy and attention to detail.

• Ability to function as a part of a team.

• Strong communication skills, both written and oral required.

• Flexibility to meet workload demands.

• Excellent judgment and discretion in handling confidential and/or sensitive information.

• Competencies in other languages an asset, French preferred.

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