Administrative Assistant III, Eye Care Team, Ambulatory Care

Click here to apply as an internal applicant.

Company : IWK Health

Req ID : 174613

Department / Program : Eye Care Clinic / Team & Dalhousie , Children's Surgical & Critical Care

Location : Halifax

Type of Employment : Permanent Hourly FT ( 100% FTE) x 1 position(s)

Start Date : ASAP

Union Status : NSGEU Off&Cler , Admin Professionals Bargaining Unit

Compensation : $ 24.6929 - $ 27.5300 / hour

Closing Date : June 20, 2024 (Applications are accepted until 23 : 59 Atlantic Time)

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.

There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities who also have a long, deep, and complex history dating back over 400 years.

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 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.

The Opportunity

Reporting to the Manager of Eye Care Team, the Administrative Assistant Level III provides high quality administrative, secretarial, and organizational support to the division of Ophthalmology with primary support to the Chief Ophthalmologist.

This position will support the Chief Ophthalmologist’s work at both the IWK and QEII Health Sciences Centre. Responsibilities include, but are not limited to :

• Maintaining files and utilizing Outlook to coordinate 4 Ophthalmologists’ schedules
• Responsibility of maintaining the Chief Ophthalmologist daily schedule
• Coordinating and scheduling patient surgeries which includes liaising with families, internal / external departments, hospitals and agencies
• Maintaining team / division communications. Actively anticipating and troubleshooting problems
• Collaborating with the Admin 4 who creates and manages the eye clinic master schedule for Eye Care Team
• Collaborate / communicate with Ophthalmology Education Coordinator regarding residency program
• Coordinating travel arrangements including booking and expense recovery, as requested
• Attending meetings, taking, producing, and distributing minutes and data as required
• Establishes and maintains office filing system including processing incoming / outgoing mail
• Completing correspondence and records for computerized medical billing
• Providing academic and research support (i.e., literature searches, article retrieval, etc)
• Managing inventory of office supplies and placing orders as required
• Tracking expenses
• Participating in ambulatory care team discussions as required, offering input and energy into efforts at improving clinic efficiency and functioning
• Preparing purchase requisitions, cheque requisitions, and petty cash vouchers
• Dictation, word processing, and database entry
• Preparing / typing / transcribing reports, project documents, correspondences, etc. Distributing accordingly
• Generating and tracking performance indicators as required
• Establishing and maintaining office filing system including processing incoming / outgoing mail.
• Coordinating Care and correspondence with patients, other departments and other hospitals
• Support and training Admin level II’s in the division Ophthalmology
• Responsible for patients referrals
• Actively anticipates and troubleshoots problems.
• Answers phone calls with follow up, as appropriate
• Other related duties as assigned.

Hours of Work

Monday Friday, 0800-1600 / 0830-1630

Your Qualifications

• Minimum of a High School Diploma or G.E.D. required.
• Graduate from an Office Administration Program required.
• Minimum two (2) years related administrative experience required. Experience in a health care academic or clinic setting required.
• Previous experience working in an ophthalmology / Eye Care Team environment preferred.
• Medical Terminology Course required.
• Advanced working knowledge of MS Office programs and database programs required.
• Experience in Meditech, Novari, Acuro, Ocean an asset.
• Keyboarding skills minimum of 60 wpm (testing may be conducted on candidates).
• Experience in computerized medical billing applications preferred.
• Proven time management, problem-solving and analytical skills required.
• 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 required.
• Flexibility to meet workload demands.
• Excellent judgment and discretion in handling confidential and / or sensitive information.
• Competencies in other languages an asset, French preferred.

Thank you for your interest in working with the IWK Health Centre

It is the responsibility of IWK employees to self-identify as internal applicants. At the time of application submission, each applicant will be asked if they are a current IWK employee.

Successful Applicants are required to provide a criminal record check (including Vulnerable Sector Search) to Human Resources before starting employment and assume any associated costs as a condition of employment.

In addition, proof of applicable education and NS registration is required as a condition of employment. All application information submitted for this posting may be viewed by IWK Human Resources Employees, IWK Hiring Managers and / or their delegates.

The information submitted will be retained in the Career Beacon database, and the IWK may also store and retain application information on secure computers, or within locked filing systems for up to 5 years.

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview / testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation.

Please discuss your needs when invited to the assessment process.

This is a Admin Professionals bargaining unit position. Preference is given to bargaining unit employees for unionized positions.

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.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials.

I f you are an employee of IWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.