Administrative Assistant

**Req ID**:154743**
**Company: Nova Scotia Health**
**Location**:Western** Zone, **Western Kings Memorial Health Centre**
**Department**:PHC WZ AK LA**
**Type of Employment**:Permanent** **Hourly FT** (**100%** FTE) x **1** position(s)**
**Status: MGMT/NON-Union** **Management/Non Union** Position**
**Posting Closing Date**:26-Apr-23**

Nova Scotia Health is the largest provider of health services in Nova Scotia, with some specialized services also offered to clients throughout Atlantic Canada. We’re on a mission to achieve excellence in health, healing and learning through working together, which is reflected in the hospitals, health centres and community-based programs we operate across the province. Our passionate team of professionals provides a variety of high-quality inpatient and outpatient services including academic, tertiary, and quaternary care, as well as continuing care, primary health care, public health, and mental health and addictions. Join a diverse team of innovators, collaborators and creative thinkers today.

**About the Opportunity**:

- The Administrative Assistant performs reception duties related to the administration of day-to-day operations of the Clinic including, but not limited to:
- Directing clients/patients as needed;
- Assisting patients with forms and healthcare renewals as deemed appropriate;
- Maintaining patient bookings, ensuring adequate visit time, and allowing time for urgent visits;
- Booking referrals to specialists and physicians and follow-up appointments;
- Following up referrals for patient tests/medical visits and ensuring test results are received;
- Preparing reports for referrals;
- Directing general requests and queries from other departments, clinics and community agencies;
- Performing accurate data entry in-house and assisting with data entry from other sites as needed.

Performs clerical functions related to the administration of day-to-day operations of the Clinic including, but not limited to:
- Preparing material and information for meetings;
- Maintaining current patient registry;
- Preparing, creating and maintaining both paper and electronic medical records and files;
- Maintaining adequate inventory list of equipment and furnishings;
- Ensuring equipment is maintained and preventative maintenance schedules are followed;
- Maintaining current inventory of office supplies and an adequate inventory of clinical supplies;
- Organizing and maintaining shadow billing, records of accounts receivable/payable and communicating accounting discrepancies to the Nurse Practitioner and Physician;
- Coordinating, preparing and monitoring time sheets for the primary health care program;
- Updating schedule for professional staff;
- Preparing monthly statistics and verifying data for evaluation purposes and accuracy;
- Attending meetings as required for the purpose of recording and transcribing minutes and distribution to attending persons, i.e. advisory board meetings.

Performs duties related to the Primary Health Care Team including:
- Planning, scheduling, communicating and organizing service functions for the operation of the primary health care service;
- Working collaboratively with the South Shore Geographical Area Primary Health Care Team and support staff;
- Assisting in the preparation and delivery of presentations and activities related to health promotion and disease prevention;
- Supporting the Primary Health Care Team in collaboration with the interdisciplinary team and community partners in developing policies for healthy communities;
- Supporting the Primary Health Care Team in the implementation and evaluation of health promotion and disease prevention programs and activities;
- Coordinating the Information Systems;
- Facilitating and coordinating major primary health care administrative functions as required by the organization and the South Shore Geographical Area Primary Health Care Team;
- Participating in administrative policy, procedure and process development, implementation and evaluation.

**About You**:

- Graduate of a recognized Medical Office Assistant Course or equivalent
- Successful completion of a Medical Terminology course required
- Minimum two (2) years’ experience working in an administrative support position required
- Experience in a primary health care environment required
- Proficient with Med Access and Electronic Medical Record (EMR) and experience in problem-solving EMR technical difficulties with Provincial Health Information Management (PHIM)
- Strong leadership, organizational and prioritization skills with demonstrated evidence of critical thinking, problem solving and analysis process ability
- Excellent interpersonal and communication skills (listening, written and oral) with the ability to demonstrate a caring and respectful attitude for people as individuals and to work collaboratively and effectively with others
- Demonstrated outcome oriented by identifying ways to improve work or processes based on res