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Administrative Assistant III

2 months ago

Halifax, Nova Scotia, Canada IWK Health Centre Full time
About the Opportunity

We are seeking a highly skilled and organized Administrative Assistant III to join our team at IWK Health Centre. As a key member of our Ambulatory Surgical Care team, you will provide exceptional administrative support to our Orthopaedic Surgeons and Division of Orthopaedics.

Key Responsibilities
  • Maintain accurate and up-to-date files and records, utilizing Outlook to coordinate surgeons' schedules and appointments.
  • Coordinate and schedule patient surgeries, liaising with families, internal and external departments, hospitals, and agencies to ensure seamless care.
  • Provide exceptional communication and organizational skills, actively anticipating and troubleshooting problems to ensure efficient clinic operations.
  • Manage the clinic master schedule for Orthopaedic Care Team, ensuring timely and effective care delivery.
  • Coordinate travel arrangements, including booking and expense recovery, as requested.
  • Attend meetings, take minutes, and distribute as required, ensuring accurate and timely documentation.
  • Complete correspondence and records for computerized medical billing, ensuring accuracy and attention to detail.
  • Provide academic and research support, including literature searches and article retrieval.
  • Manage office supplies and place orders as required, ensuring a well-stocked and efficient workspace.
  • Participate in ambulatory care team discussions, offering input and energy to improve clinic efficiency and functioning.
  • Prepare purchase requisitions, cheque requisitions, and petty cash vouchers, ensuring accurate and timely financial management.
  • Dictate, word process, and database entry, ensuring accurate and efficient data management.
  • Prepare and distribute reports, project documents, and correspondences, ensuring timely and effective communication.
  • Generate and track performance indicators, ensuring data-driven decision-making.
  • Establish and maintain office filing systems, including processing incoming and outgoing mail.
Requirements
  • Minimum High School Diploma or G.E.D. required.
  • Graduate from a recognized medical office administration diploma program required.
  • Minimum two (2) years related administrative experience required, with experience in a healthcare environment preferred.
  • Advanced working knowledge of Windows, MS Office programs, Adobe Professional, Outlook, Meditech, online medical searches, Internet searches, and database programs required.
  • Keyboarding skills of 60 wpm (at least) required.
  • Successful completion of a medical terminology course preferred.
  • Working knowledge of office equipment required.
  • Demonstrated strong time management, analytical, and problem-solving skills.
  • Demonstrated organization skills, strong communication and interpersonal skills.
  • Demonstrated initiative, self-motivation, and ability to work with minimal 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 in computerized medical billing applications preferred.
  • Experience with Community Wide Scheduling (CWS) an asset.
  • Surgical booking experience an asset.
  • Previous dictaphone experience an asset.
  • Competencies in other languages an asset; French preferred.
About IWK Health Centre

IWK Health Centre 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 Centre 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. 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 Centre 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.