Administrative Assistant Iii, Eye Care Team - Halifax, Canada - IWK Health Centre

IWK Health Centre

Verified Company

Halifax, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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:
$21.373**:

- **$24.31 /hour

Closing Date:
May 29, 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.

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, /

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.
Proven time management, problemsolving 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; selfmotivated and able to work with mínimal 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 asse