Administrative Assistant Iii

3 weeks ago

Halifax, Canada IWK Health Centre Full time

**Company** : IWK Health**:
**Req ID**:174670
**Department/Program**:Urology Clinic/Team, Children's Health Program
**Location**: Halifax
**Type of Employment**:Permanent Hourly FT (100% FTE) x 1 position(s)
**Start Date**: ASAP
**Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining Unit
**Compensation**: $21.73**:

- **$24.3129 /hour
**Closing Date**: February 29, 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 and organizational support to the Division of Urology. Responsibilities include, but are not limited to:

- Coordinating and scheduling surgeries which includes liaising with families, internal/external depts, hospitals and agencies.
- Assistance with coordinating clinics, scheduling clinic appointments, which may involve collaborating with other services/clinics.
- Maintaining and organizing the surgeons’ schedules using Outlook.
- Attending meetings, taking, producing and distributing minutes, as required.
- Answering telephone calls, relaying messages and referring calls with follow-up as appropriate.
- Preparing/typing/transcribing reports, managing all correspondence, photocopying and distributing accordingly.
- Maintaining the Urology care team’s communications. Actively anticipating and troubleshooting problems.
- Establishing and maintaining office filing system including processing incoming/outgoing mail.
- Preparing purchase requisitions, cheque requisitions, and petty cash vouchers.
- Submitting documentation for shadow billing of physician services to MSI, and managing correspondence related to this activity
- Dictation, word processing and database entry.
- Participating in ambulatory care team discussions as required, offering input and energy into efforts at improving clinic efficiency and functioning.
- Supporting academic activities of the physicians as required, such as updating of CVs, deliverables reports, and preparation of research documents.

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

**Your Qualifications**:

- Graduate of a recognized medical secretarial or medical office administration diploma required.
- Minimum two (2) years related administrative experience required. Experience in a health care environment preferred. A combination of equivalent education and experience may be considered.
- Successful completion of a medical terminology course required.
- Demonstrated strong time management, analytical, 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.
- Proven 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.
- 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.
- Experience with Meditech, including Community Wide Scheduling, and surgical booking an asset.
- Previous dictaphone experience an asset.
- Competency in other languages an asset; French and Arabic, preferred.

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.

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