Administrative Assistant III, Urology Clinic/Team

Nova Scotia Health and IWK Health•Halifax, NS

1d•CA$25 - CA$28•Onsite

About The Position

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 Ambulatory Surgical Care, the Administrative Assistant III provides high-quality administrative and organizational support to the Division of Urology.

Requirements

Graduate of a recognized Office Administration, Business, or Secretarial diploma program required.
Minimum two (2) years related administrative experience required.
Working knowledge of Microsoft Office and other computer programs/technology (testing may be conducted on candidates)
Keyboarding skills minimum of 40 wpm required
Successful completion of a medical terminology course required.
Demonstrated strong time management, analytical, and problem-solving skills required.
Demonstrated high regard for quality, accuracy, and attention to detail required.
Demonstrated excellent organizational skills, strong communication (verbal & written) and interpersonal skills required.
Demonstrated ability to prioritize workload demands required.
Proven ability to act decisively and to exercise a high degree of initiative and self-motivation is required.
Demonstrated ability to work well with others and in a collaborative, interprofessional team required.
Demonstrated flexibility to meet workload demands required.
Excellent judgment and discretion in handling confidential and/or sensitive information required.
Functions effectively in a stressful environment with multiple deadlines and concurrent activities required.

Nice To Haves

Experience in a health care environment preferred.
60 wpm keyboarding skills is preferred
Experience in computerized medical billing applications preferred.
Experience with Novari ATC an asset.
Experience with Meditech an asset.
Experience with OPOR-CIS an asset.
Previous Dictaphone experience an asset.
Competency in other languages an asset.

Responsibilities

Coordinating and scheduling surgeries which includes liaising with families, internal/external departments, hospitals, and agencies.
Assisting with coordinating clinics, scheduling clinic appointments, which may involve collaborating with other services/clinics.
Maintaining and organizing the surgeons’ schedules using Outlook.
Attending meetings, taking, producing and distributing minutes, as required.
Answering telephone calls, relaying messages and referring calls with follow-up as appropriate.
Preparing/typing/transcribing reports, managing all correspondence, photocopying and distributing accordingly.
Maintaining the Urology care team’s communications. Actively anticipating and troubleshooting problems.
Establishing and maintaining office filing system including processing incoming/outgoing mail.
Preparing purchase requisitions, cheque requisitions, and petty cash vouchers.
Submitting documentation for shadow billing of physician services to MSI, and managing correspondence related to this activity.
Dictation, word processing and database entry.
Participating in ambulatory care team discussions as required, offering input and energy into efforts at improving clinic efficiency and functioning.
Supporting academic activities of the physicians as required, such as updating of CVs, deliverables reports, and preparation of research documents.