Administrative Assistant IV, Eye Care Team

Department/Program: Eye Care Clinic/Team & Dalhousie, Children’s Health Program

Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)

Req ID: 116678

Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit

Compensation: $24.9585 – $27.6056/hour

Posting Date: July 27, 2021

Closing Date: August 11, 2021

Start Date: ASAP

IWK Health is an internationally recognized and respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million women, children, youth and families across the Atlantic region. The IWK is committed to a workplace where our staff, physicians, learners and volunteers reflect the patients, families and communities that we serve. We seek and encourage applicants who reflect our broad diversity, and we are committed to reducing barriers to employment and career growth.

Position Summary

Reporting to the Manager, Ambulatory Care & Regional Poison Centre, under the supervision of the Team Leader and the Professional Practice Chief of Orthoptics, the Administrative Assistant IV provides high quality administrative and organizational support to the Eye Care Team. The incumbent has the responsibility to ensure that the administrative requirements of the Eye Care Team are fulfilled and delegates work tasks.

Responsibilities include, but are not limited to:

  • Proving direction, leadership, and support to all administrative staff within the service.
  • Facilitates highly functioning communication processes for the Eye Care Team.
  • Supervising administrative requirements of the Eye Care Team and delegation of work to other administrative assistants.
  • Responsible to ensure and participate with all administrative and clerical staff to provide coverage for administrative and clerical support for the Eye Care Team.
  • Creating and maintaining the staff schedule for the Eye Care Team (Orthoptics, Ophthalmology & Electrodiagnosis), including liaising with internal/external departments, hospitals and agencies to coordinate schedules.
  • Actively anticipates and troubleshoots problems on a day to day basis.
  • Oversees clinical and surgical scheduling of patients including coordination of appointments for patients requiring multidisciplinary sessions, minimizing inconveniences to patients and families.
  • Ensures and participates in smooth intake processes for the Eye Care Team including: management of referrals, coordination and scheduling of patient appointments, appointment letters and forms, chart preparation, follow-up and tracking.
  • Supervises the preparing/typing/transcribing reports, project documents, correspondences, etc. Photocopying and distributing accordingly;
  • Booking and coordinating events, and meetings, including room bookings and equipment, as required. Arranging travel and expense recovery as requested.
  • Establishes and maintains office filing system, manuals and records to ensure efficient storage and retrieval of material, including transfer of files to off-site storage, as appropriate.
  • Answering phone calls, relaying messages, and referring calls with follow-up as appropriate.
  • Offers input and energy into efforts at improving clinic efficiency and functioning

Hours of Work

Monday-Friday : 0700-1500

Qualifications

  • Minimum High School Diploma or G.E.D. required.
  • Graduate from a recognized secretarial or office administration diploma program required. Preference may be given to candidates with a Bachelor’s degree.
  • Completion of Ophthalmic Assisting Course 101 an asset ( JCAHPO)
  • Minimum two (2) years of administrative/secretarial experience in a health care setting required, four (4) years preferred. An equivalent combination of education and experience may be considered.
  • Advanced working knowledge of Windows, MS Office, Outlook, Excel spreadsheets, and database programs required.
  • Keyboarding skills of minimum 60 wpm required, maximum four (4) allowable errors.
  • Successful completion of a medical terminology course required.
  • Demonstrated strong time management, organizational, analytical, and problem-solving skills required.
  • Demonstrated excellent communication (verbal & written) and interpersonal skills required.
  • Demonstrated ability to prioritize workloads required.
  • Demonstrated initiative; self-motivated and able to work with minimal supervision/direction required.
  • Demonstrated high regard for quality, accuracy, and attention to detail required.
  • Demonstrated ability to work collaboratively and consultatively with team members and stakeholders required.
  • Demonstrated flexibility to meet workload demands required.
  • Excellent judgment and discretion in handling confidential and/or sensitive information required.
  • Previous supervisory experience preferred.
  • Experience in computerized medical billing applications preferred.
  • Working knowledge of office equipment (e.g., fax machine, photocopier, scanner, etc) preferred.
  • Experience in patient scheduling/booking an asset.
  • Experience in Meditech an asset.
  • Competency in other languages an asset; French and Arabic preferred.

Thank you for your interest with the IWK Health. Please sign in to create a profile and set-up Job Alerts for positions of interest.

Please Note: If you are an employee of the IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant. Applications are accepted until 11:59 PM on the Closing Date.

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