Administrative Assistant Iii, Division of

2 weeks ago

Halifax, Canada IWK Health Centre Full time

**Company** : IWK Health**:
**Req ID**:154715
**Department/Program**:Orthopaedic Clinic/Team, Children's Health Program
**Location**: Halifax
**Type of Employment**:Temporary Hourly FT long-assignment (100% FTE) for 18 months x 1 position(s)
**Start Date**: ASAP
**Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining Unit
**Compensation**: $21.73**:

- **$24.3129 /hour
**Closing Date**: 25 April, 2023 (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.

**The Opportunity**:

- Reporting to the Manager, Ambulatory Surgical Care, the Administrative Assistant Level III provides high quality administrative and organizational support to the Division of Orthopaedics and two Orthopaedic Surgeons. Responsibilities include but are not limited to:
- Maintaining files and utilizing Outlook to coordinate surgeons’ schedules
- 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
- Creating and managing the clinic master schedule for Orthopaedic Care Team
- Coordinating travel arrangements including booking and expense recovery, as requested
- Attending meetings, taking, producing, and distributing minutes as required
- 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
- 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.

**Hours of Work**:
Mon - Fri, 8 hr shifts.

**Your Qualifications**:

- Minimum High School Diploma or G.E.D. required
- Graduate from a recognized medical office administration diploma program required, an equivalent combination of education and experience may be considered
- Minimum one (1) year related administrative experience required. Experience in a healthcare environment preferred
- Advanced working knowledge of Windows, MS Office programs, Adobe Professional, Outlook, Meditech, on-line medical searches, Internet searches, and database programs required
- Keyboarding skills of 60 wpm (at least) required
- Successful completion of a medical terminology course considered an asset
- Working knowledge of office equipment
- Demonstrated strong time management, analytical, and problem-solving skills
- Demonstrated organization skills, strong communication and interpersonal skills
- Demonstrated initiative; self-motivated and able to work with mínimal supervision/direction
- Demonstrated high regard for quality, accuracy, and attention to detail
- Demonstrated ability to work well with others and in a collaborative, inter-professional team
- Excellent judgment diplomacy and discretion in handling confidential and/or sensitive information
- Functions effectively in a stressful environment with multiple deadlines and concurrent activities
- Experience with Community Wide Scheduling (CWS) an asset
- Surgical booking experience as asset
- Previous dictaphone experience an asset
- Competencies in other languages 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,

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