Administrative Assistant III, Orthopaedic Clinic

Nova Scotia Health and IWK Health•Halifax, NS

5d•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, Ambulatory Surgical Care, the Administrative Assistant Level III provides high quality administrative and organizational support to the Division of Orthopaedics and Orthopaedic Surgeons. Responsibilities include but are not limited to:

Requirements

Minimum High School Diploma or G.E.D. required
Graduate from a recognized medical office administration diploma program required
Minimum two (2) years related administrative experience required.
Advanced working knowledge of Windows, MS Office programs, Adobe Professional, Outlook, Meditech, on-line medical searches, Internet searches, and database programs required
Keyboarding skills of 60 wpm (at least) required
Working knowledge of office equipment
Demonstrated strong time management, analytical, and problem-solving skills
Demonstrated organization skills, strong communication and interpersonal skills
Demonstrated initiative; self-motivated and able to work with minimal supervision/direction
Demonstrated high regard for quality, accuracy, and attention to detail
Demonstrated ability to work well with others and in a collaborative, inter-professional team
Excellent judgment diplomacy and discretion in handling confidential and/or sensitive information
Functions effectively in a stressful environment with multiple deadlines and concurrent activities

Nice To Haves

Experience in a health care environment preferred
Successful completion of a medical terminology course preferred
Experience in computerized medical billing applications preferred
Experience with Community Wide Scheduling (CWS) asset
Surgical booking experience as asset
Knowledge of OPOR and Novari ATC preferred
Previous dicta phone experience an asset
Competencies in other languages an asset; French preferred

Responsibilities

Maintaining files and utilizing Outlook to coordinate surgeons’ schedules
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
Creating and managing the clinic master schedule for Orthopedic Care Team
Coordinating travel arrangements including booking and expense recovery, as requested
Attending meetings, taking, producing, and distributing minutes as required
Completing correspondence and records for computerized medical billing
Providing academic and research support (i.e., literature research, article retrieval, etc)
Managing inventory of office supplies and placing orders as required
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.