Administrative Assistant

Job Description

Company : IWK Health

Req ID: 174332
Department/Program: General Surgery Clinic/Team, Children's Health Program
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: $21.73 - $24.3129 /hour
Closing Date: February 16, 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 Ambulatory Surgical Care, the Administrative Assistant III provides high quality administrative and organizational support to the Division of General Surgery. Responsibilities include, but are not limited to:

Coordinating and scheduling surgeries which includes liaising with families, internal/external depts, hospitals and agencies.
Assistance with coordinating operative schedules for surgeons, scheduling operations, which may involve collaborating with other services.
Maintaining and organizing the surgeons?۪ schedules using Outlook.
Coordinating travel arrangements including booking and expense recovery, as requested.
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 General Surgery 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.
Completing correspondences and records for computerized medical billing.
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.
Provide Administrative support for the Pediatric Surgery Residency Training Program (training to be provided) and coordination of ???Off-Service Residents?۝ working with the Pediatric Surgery team.

Hours of Work

Mon ??? Fri, 8 hr shifts

Your Qualifications

Graduate of a recognized Office Administration Program required.
Minimum 6 months related administrative experience required. Three (3) years is preferred
A combination of equivalent education and experience may be considered.
Working knowledge of Microsoft Office and other computer programs/technology (testing may be conducted on candidates)
Keyboarding skills minimum of 40 wpm required, 60 wpm is preferred (testing may be conducted on candidates)
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.
Experience in computerized medical billing applications preferred.
Experience with Community Wide Scheduling and surgical booking an asset.
Experience with university educational administration an asset.
Competency in other languages an asset; French and Arabic, 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. 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. Additionally, as per Nova Scotia?۪s COVID-19 Vaccine mandate, any offer of employment will be conditional upon submitting proof of full vaccination status. Medical exceptions or any other kind of requested exception based upon the Health Centre?۪s obligations pursuant to the Nova Scotia Human Rights Code will be considered on a case-by-case basis

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