Administrative Assistant Iii, Ambulatory Surgical

4 weeks ago

Halifax, Canada IWK Health Centre Full time

**Company** : IWK Health**:
**Req ID**:181210
**Department/Program**:ENT Clinic, Children's Surgical & Critical Care
**Location**: Halifax
**Type of Employment**:Temporary Hourly FT short-assignment (100% FTE) until 08/26/2024 x 1 position(s)
**Start Date**: ASAP
**Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining Unit
**Compensation**: $24.6929**:

- **$27.53 /hour
**Closing Date**: May 28, 2024 (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 of Ambulatory Surgical Care, the Administrative Assistant III provides high-quality administrative, secretarial and organizational
support to an administration office that serves two academic surgeons within the Division of Otolaryngology (Head and Neck Surgery). Responsibilities include,
but are not limited to:

- Providing academic and research support for literature searches and article retrieval
- Course development and lecture creation
- Coordinating surgeries and multidisciplinary appointments for paediatric patients
- Scheduling or patient bookings
- Books/coordinates clinics, events, and meetings (including rooms, technological equipment, catering, etc.)
- Maintaining and organizing two surgeons’ schedules using Outlook
- Scheduling and registering for conferences with appropriate travel arrangements and arranging expense recovery
- Answering telephone calls, relaying messages, and referring calls with follow-up as appropriate
- Liaising with internal/external departments, hospitals, and agencies regarding patient appointments
- Typing/transcribing reports, managing all correspondence, photocopying, and distributing accordingly
- Establishing and maintaining office filing system including processing incoming/outgoing mail
- Utilizing computerized medical billing (practimax)
- Participating in ambulatory care team discussions as required, offering input and energy into efforts at improving clinic efficiency and functioning

**Hours of Work**:
Monday to Friday; 0800-1600 (negotiable). 70 hours bi-weekly.

**Your Qualifications**:

- Minimum High School Diploma or G.E.D. required.
- Graduate from a recognized medical secretarial or medical office administration diploma program required. A combination of equivalent education and
- experience may be considered.
- Minimum one (1) year experience in a clinical health care setting required, two (2) years preferred.
- Previous dictaphone experience an asset.
- Knowledge of the Otolaryngology Clinic an asset.
- Surgical booking experience an asset.
- Strong working knowledge of Windows, Microsoft Office (Word, Excel, Access, Outlook, etc.), Internet, and Database programs required.
- Working knowledge of Meeting Planner, SAP, E-Source, Adobe and Meditech, preferred.
- Working knowledge of office equipment (e.g., fax machine, photocopier, scanner, etc) required.
- Successful completion of a medical terminology course preferred.
- Demonstrated strong time management and problem-solving skills required.
- Demonstrated high regard for quality, accuracy, and attention to detail required.
- Demonstrated excellent organizational skills, strong communication (verbal & written) and interpersonal skills required.
- Demonstrated ability to prioritize workload demands required.
- Demonstrated ability to act decisively and to exercise a high degree of initiative and self-motivation is required.
- Demonstrated ability to work well with others and in a collaborative, interprofessional team required.
- Demonstrated flexibility to meet workload demands required.
- Demonstrates understanding of Family Centred Care.
- Excellent judgment and discretion in handling confidential and/or sensitive information required.
- Functions effectively in a stressful environment with multiple deadlines and concurrent activities required.
- Competency in other languages considered 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.

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