Administrative Assistant II

2 days ago

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

We are seeking an experienced Administrative Assistant II to provide high-quality administrative support to an ophthalmologist and the Eye Care Team at IWK Health. This role will involve providing administrative, secretarial, and organizational support to the team, including attending meetings, taking minutes, answering phone calls, and coordinating appointments and clinics.

Responsibilities
  • Provide administrative support to the ophthalmologist and the Eye Care Team, including attending meetings, taking minutes, and coordinating appointments and clinics.
  • Answer phone calls, relay messages, and refer calls with follow-up as appropriate.
  • Type and transcribe reports, correspondence, and other documents as required.
  • Establish and maintain office filing systems, including processing incoming and outgoing mail.
  • Coordinate and schedule appointments, book clinics, and distribute appointment letters.
  • Provide reception and registration functions for patients and their families.
  • Arrange travel, including booking flights and accommodations.
  • Use computerized medical billing software to process patient information.
  • Communicate with the Eye Care Team, including attending team meetings and coordinating multidisciplinary appointments and surgeries.
  • Liaise with internal and external departments, hospitals, and agencies regarding patient appointments.
  • Responsible for patient referrals, including notifying patients of appointments and maintaining files.
  • Participate in ambulatory care team discussions to improve clinic efficiency and functioning.
Requirements
  • High School Diploma or GED required.
  • Graduate from a recognized Office Administration Program required.
  • Minimum 6 months related administrative assistant experience in a clinical setting required.
  • Previous experience working in an ophthalmology/Eye Care Team environment preferred.
  • Advanced working knowledge of Microsoft Office and database programs preferred.
  • Experience in MEDITECH, Novari, MS Outlook, and/or Internet an asset.
  • Minimum keyboarding speed of 60 w.p.m.
  • Experience in computerized medical billing applications preferred.
  • Experience with patient registration an asset.
  • Demonstrated organizational, analytical, and interpersonal skills required.
  • Demonstrated initiative and flexibility in meeting workload demands required.
  • Strong communication skills, both written and oral required.
  • Demonstrated ability to work with minimal supervision.
  • Ability to work within a framework of the highest confidentiality.
  • Competency in other languages an asset; French, preferred.
About IWK Health

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.

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 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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