Administrative Assistant II, Otolaryngology (ENT), Ambulatory Surgical Care

Department/Program: ENT Clinic, Children’s Health Program

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

Req ID: 116321

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

Compensation: $20.3648 – $23.1417/hour

Posting Date: July 21, 2021

Closing Date: August 05, 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 of Ambulatory Surgical Care, the Administrative Assistant II provides high quality administrative, secretarial and organizational support to an administration office that serves two academic surgeons within the Division of Otolaryngology (Head and Neck Surgery). Responsibilities include, but are not limited to: providing academic and research support for literature searches and article retrieval; maintaining academic files (e.g., CVs, Teaching Dossier, CME data, etc); course development and lecture creation; grant application submissions; coordinating surgeries and multidisciplinary appointments for paediatric patients; scheduling OR patient bookings; maintaining and organizing two surgeons’ schedules using Outlook; scheduling and registering for conferences with appropriate travel arrangements; answering telephone calls, relaying messages and referring calls with follow-up as appropriate; liaising with internal/external departments, hospitals and agencies regarding patient appointments; typing/transcribing reports, managing all correspondence, photocopying and distributing accordingly; establishing and maintaining office filing system including processing incoming/outgoing mail; utilizing computerized medical billing (Practimax); participating in ambulatory care team discussions as required, offering input and energy into efforts at improving clinic efficiency and functioning.

Hours of Work

Monday to Friday; Hours of work: 0800—1600 (Negotiable)

Qualifications

• Minimum High School Diploma or G.E.D. required.
• Graduate from a recognized medical secretarial or medical office administration diploma program required
• Minimum six (6) months experience in a clinical health care setting required, three (3) years preferred.
• A combination of equivalent education and experience may be considered
• Advanced working knowledge of Windows, MS Office programs, Adobe Professional, Meditech, Internet, and databases required.
• Working knowledge of office equipment (e.g., fax machine, photocopier, scanner, etc) required.
• Minimum keyboarding skills of 60 wpm required.
• Successful completion of a medical terminology course preferred.
• Demonstrated strong time management 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.
• Surgical booking experience an asset.
• Previous dictaphone experience an asset.
• Competency in other languages an asset; French and Arabic, preferred
• Demonstrates understanding of Family Centred Care.
• Knowledge of the Otolaryngology Clinic an asset.

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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.