Administrative Assistant III

1 month ago

Halifax, Nova Scotia, Canada IWK Health Centre Full time
The Opportunity

We are seeking a highly skilled and organized Administrative Assistant III to join our Eye Care Team at IWK Health Centre. As a key member of our team, you will provide exceptional administrative support to our Ophthalmologists and contribute to the delivery of high-quality patient care.

Responsibilities
  • Maintain accurate and up-to-date files and records, utilizing Outlook to coordinate schedules and appointments.
  • Provide administrative support to the Chief Ophthalmologist, including maintaining their daily schedule and coordinating patient surgeries.
  • Collaborate with the Admin 4 to manage the eye clinic master schedule and coordinate travel arrangements.
  • Prepare and distribute meeting minutes, reports, and other documents as required.
  • Establish and maintain office filing systems, including processing incoming and outgoing mail.
  • Provide academic and research support, including literature searches and article retrieval.
  • Manage inventory of office supplies and place orders as needed.
  • Track expenses and prepare purchase requisitions, cheque requisitions, and petty cash vouchers.
  • Dictate, word process, and database entry as required.
  • Prepare and distribute reports, project documents, and correspondences.
  • Generate and track performance indicators as required.
Requirements
  • Minimum of a High School Diploma or G.E.D.
  • Graduate from an Office Administration Program.
  • Minimum two (2) years related administrative experience, preferably in a healthcare academic or clinic setting.
  • Previous experience working in an ophthalmology/eye care team environment is an asset.
  • Medical Terminology Course required.
  • Advanced working knowledge of MS Office programs and database programs.
  • Experience in Meditech, Novari, Acuro, Ocean is an asset.
  • Keyboarding skills minimum of 60 wpm.
  • Experience in computerized medical billing applications is preferred.
  • Proven time management, problem-solving, and analytical skills.
  • 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.
  • Flexibility to meet workload demands.
  • Excellent judgment and discretion in handling confidential and/or sensitive information.
  • Competencies in other languages are an asset, French preferred.
What We Offer

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.

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