Executive Assistant for Orthopedic Care

5 days ago

Halifax, Nova Scotia, Canada IWK Health Centre Full time

Company Overview

IWK Health Centre is an academic health sciences centre located in Halifax, Nova Scotia. We provide tertiary and primary care for children, youth, adults, and families across the Atlantic region.

We have a team of approximately 4000 employees, physicians, volunteers, and learners at sites across Nova Scotia. Our focus is on training and mentorship opportunities, recognizing each other's talent, and celebrating our successes.

We collaborate in modern facilities or virtually from home, aligning our work to our values, and enjoying access to enhanced benefits and wellness programs.

We are proud to support our patients, families, and communities and grateful for the generous donor support we receive.

Salary

The estimated annual salary for this position is $52,176 - $58,914 based on a 50% FTE.

Job Description

This is a permanent hourly part-time (50% FTE) position with an ASAP start date. Reporting to the Manager, Ambulatory Surgical Care, you will provide high-quality administrative and organizational support to the Division of Orthopedics and Orthopaedic Surgeons.

Your responsibilities will include:

  • Maintaining files and coordinating surgeons' schedules using Outlook.
  • Coordinating and scheduling patient surgeries, liaising with families, internal/external departments, hospitals, and agencies.
  • Maintaining team/division communications, anticipating problems, and troubleshooting.
  • Creating and managing the clinic master schedule for the Orthopedic Care Team.
  • Coordinating travel arrangements, including booking and expense recovery as requested.
  • Attending meetings, taking minutes, producing and distributing them as required.
  • Completing correspondence and records for computerized medical billing.
  • Providing academic and research support, such as literature searches and article retrieval.
  • Managing office supplies and placing orders as needed.
  • Participating in ambulatory care team discussions, offering input and energy into improving clinic efficiency and functioning.
  • Preparing purchase requisitions, cheque requisitions, and petty cash vouchers.
  • Drafting reports, project documents, correspondences, and distributing accordingly.
  • Generating and tracking performance indicators as required.
  • Establishing and maintaining an office filing system, processing incoming/outgoing mail.

Hours of Work

Monday to Friday, 8-hour shifts.

Qualifications

To be successful in this role, you will require:

  • A minimum High School Diploma or GED.
  • Graduation from a recognized medical office administration diploma program.
  • At least two years of related administrative experience, preferably in a healthcare environment.
  • An advanced working knowledge of Windows, MS Office programs, Adobe Professional, Outlook, Meditech, online medical searches, Internet searches, and database programs.
  • Keyboarding skills of at least 60 wpm.
  • A medical terminology course completion is preferred.
  • A working knowledge of office equipment.
  • Strong time management, analytical, and problem-solving skills.
  • Excellent organization skills, communication, and interpersonal skills.
  • A self-motivated individual who can work with minimal supervision/direction.
  • A high regard for quality, accuracy, and attention to detail.
  • The 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.
  • The ability to function effectively in a stressful environment with multiple deadlines and concurrent activities.

Benefits

IWK Health Centre offers a range of benefits, including enhanced benefits and wellness programs, to support your physical and mental well-being.

Others

This is an Admin Professionals bargaining unit position, with preference given to bargaining unit employees. 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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