Administrative Assistant Ii, Dentistry

Click here to apply as an internal applicant.

Company : IWK Health

Req ID: 162330

Department/Program: Dental Clinic , Children's Health Program

Location: Halifax

Type of Employment: Temporary Hourly FT short-assignment ( 100% FTE) until 02/13/2024 x 1 position(s)

Start Date: ASAP

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

Compensation: $ 20.3648 - $ 23.1417 /hour

Closing Date: 21 August 2023 (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

Responsibilities Include, But Are Not Limited To

Reporting to the Manager, Ambulatory Care & Regional Poison Centre, the Administrative Assistant I provides high-quality administrative and organizational support to the Dentistry Team. This position encompasses administrative support for the Chief of Dentistry, Dentistry Clinical Team and the Dalhousie Faculty of Dentistry Paediatric Dentistry Academic Program (IWK commitment).

Administrative Support (Clinical): (0.8FTE)

• Clinical scheduling of vacations and on call for Paediatric Dentists, Residents and Dental Assistants.
• Administrative Support for the Dentistry Care Team including Paediatric Dentists, Dental Residents, Clinical Leader and other support staff as required.
• Administrative Support for the Chief of Dentistry including day-to-day organization of calendar, writing of reports, managing correspondence, arranging meetings, facilitation of events (regular and special), annual AFP reporting and meeting, Accreditation processes.
• Keeping track of and ensuring the meeting of daily, monthly, quarterly and annual deadlines and recurring events/requirements using Dentistry Annual Calendar.
• Working knowledge of registration, filing and telephone reception at front desk area to provide coverage or assistance if necessary.
• Coordinating and attending team, pediatric dentist group, operational, finance and departmental meetings, developing agendas, taking/producing minutes, and identifying action items.
• Word Processing and database entry for recurrent reports and clinical activity

Administrative Support (Academic) Dalhousie Faculty of Dentistry, Paediatric Dentistry): (0.2FTE)

• Coordination of scheduling (and any changes) with the clinical schedule working with the Director for the Paediatric Dentistry Undergraduate curriculum and the Dentistry Clinical Leader of Operations
• Annual and Term scheduling of the paediatric dentistry components of academic commitments for IWK Dentistry.
• Administrative support for the Graduate Pediatric General Practice Residency Program (GPR) and the GPR Program Director
• Facilitation of exam scheduling (midterm and final) for all years; assist with revisions of dentistry exams/quizzes per course directors and entering of student marks using Brightspace. Act as a second exam invigilator as necessary.

Hours of Work

Monday-Friday: 0800—1600

• On occasion, the hours of work will need to shift to accommodate meetings scheduled from 1700-1800h.

Your Qualifications

• Advanced working knowledge of computers including Outlook, Windows, Word, Power Point, Excel, Spreadsheet, Access Database, and Word Perfect required.
• Demonstrated high regard for quality, accuracy, and attention to detail required.
• Demonstrated excellent organization skills, strong communication (verbal & written) and interpersonal skills required.
• Experience working with Brightspace and scheduling an asset
• High School Diploma or G.E.D required.
• Demonstrated initiative; self-motivated and able to work with minimal supervision/direction required.
• Keyboarding skills minimum of 60 wpm required. Shortlisted candidates may be required to complete a skills test.
• Excellent judgment and discretion in handling confidential and/or sensitive information required.
• Successful completion of a medical terminology course preferred.
• Demonstrated ability to prioritize workloads required.
• An equivalent combination of education and experience may be considered for this position.
• Experience in Meditech an asset
• Experience in patient scheduling/booking an asset.
• Demonstrated ability to work well with others and in an interprofessional team required.
• Working knowledge of office equipment (e.g., fax machine, photocopier, scanner, etc) required.
• Demonstrated flexibility to meet workload demands required.
• Experience in computerized medical billing applications preferred.
• Experience with Dental software an asset
• Minimum six (6) months related administrative experience required.
• Demonstrated strong time management, analytical, and problem-solving skills required.
• Competency in other languages an asset
• Graduate from a recognized Secretarial or Office Administration Diploma required.

T hank 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

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