Administrative Assistant II

Click here to apply as an internal applicant.

Company: IWK Health

Req ID: 186429

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: $23.1933 - $26.2435 /hour

Closing Date: October 11, 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.

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.

The Opportunity

Reporting to the Manager, the Administrative Assistant II provides high quality administrative, secretarial and organizational support to an ophthalmologist and the Eye Care Team. This position will support the Ophthalmologist’s work at both the IWK and QEII Health Sciences Centre. Responsibilities include, but are not limited to:

1. Attend meetings, take and produce minutes as required;
2. Answer telephone calls, relay messages and refer calls with follow-up as appropriate;
3. Type/transcribe reports, correspondence, photocopy and distribute accordingly;
4. Establish and maintain office filing system including processing incoming/outgoing mail;
5. Coordinate and schedule appointments, book/coordinate clinics for patients including distribution of appointment letters;
6. Provide reception and registration functions for patients and their families;
7. Arrange travel including booking;
8. Computerized medical billing using Accuro software;
9. Ongoing communication with the Eye Care Team including attending team meetings;
10. Coordinate multidisciplinary appointments and surgeries for adults and children;
11. Liaise with internal/external departments, hospitals and agencies regarding patient appointments;
12. Responsible for patient referrals by notifying patients of appointments, maintaining files, and utilizing Meditech scheduling;
13. Some clinic registration using Meditech;
14. Other related duties as assigned;
15. Participate in ambulatory care team discussions as required, offering input and energy into efforts at improving clinic efficiency and functioning.

Hours of Work

Monday – Friday, 0800-1600 / 0830-1630

Your Qualifications

• 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.

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.

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 an Admin Professionals bargaining unit position. Preference is given to bargaining unit employees for unionized positions. An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials.