Administrative Assistant III, Urology

Department/Program: Urology Clinic/Team, Children’s Health Program

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

Req ID: 110281

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

Compensation: $21.73 – $24.3129/hour

Posting Date: April 12, 2021

Closing Date: April 26, 2021

Start Date: 06/14/2021

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 of Ambulatory Surgical Care, the Administrative Assistant III provides high quality administrative and organizational support to the Division of Urology. 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 clinics, scheduling clinic appointments, which may involve collaborating with other services/clinics.
• 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 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.

Hours of Work

Mon – Fri, 8 hr shifts.

Qualifications

• Graduate of a recognized medical secretarial or medical office administration diploma required.
• Minimum two (2) years related administrative experience required. Experience in a health care environment 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 preferred
• 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 Meditech, including Community Wide Scheduling, and surgical booking an asset.
• Previous dictaphone experience an asset.
• Competency in other languages an asset; French and Arabic, preferred.

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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.