Company : IWK Health

Req ID: 226117

Department/Program: Eye Care Clinic/Team & Dalhousie , Children's Medical Care

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: $ 25.1868 - $ 28.0806 /hour

Closing Date : 23-Sep-26 (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 up-to-date 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

Maintaining files and utilizing Outlook to coordinate 4 Ophthalmologists’ schedules

Responsibility of maintaining the Chief Ophthalmologist daily schedule

Coordinating and scheduling patient surgeries which includes liaising with families, internal/external departments, hospitals and agencies

Maintaining team/division communications. Actively anticipating and troubleshooting problems

Collaborating with the Admin 4 who creates and manages the eye clinic master schedule for Eye Care Team

Collaborate/communicate with Ophthalmology Education Coordinator regarding residency program

Coordinating travel arrangements including booking and expense recovery, as requested

Attending meetings, taking, producing, and distributing minutes and data as required

Establishes and maintains office filing system including processing incoming/outgoing mail

Completing correspondence and records for computerized medical billing

Providing academic and research support (i.e., literature searches, article retrieval, etc)

Managing inventory of office supplies and placing orders as required

Tracking expenses

Participating in ambulatory care team discussions as required, offering input and energy into efforts at improving clinic efficiency and functioning

Preparing purchase requisitions, cheque requisitions, and petty cash vouchers

Dictation, word processing, and database entry

Preparing/typing/transcribing reports, project documents, correspondences, etc. Distributing accordingly

Generating and tracking performance indicators as required

Establishing and maintaining office filing system including processing incoming/outgoing mail.

Coordinating Care and correspondence with patients, other departments and other hospitals

Support and training Admin level II’s in the division Ophthalmology

Responsible for patients referrals

Actively anticipates and troubleshoots problems.

Answers phone calls with follow up, as appropriate

Other related duties as assigned.





Hours of Work
Monday – Friday, 0800-1600 / 0830-1630

Your Qualifications

Minimum of a High School Diploma or G.E.D. required.

Graduate from an Office Administration Program / Business or Secretarial program required.

Minimum two (2) years related administrative experience is required

Previous experience working in an ophthalmology/Eye Care Team environment or health care environment strongly preferred.

Medical Terminology Course or Knowledge an asset .

Advanced working knowledge of MicroSoft Office programs, word, PowerPoint, excel programs required.

High degree of initiative, diligence, attention to detail and self-discipline/focus required.

Demonstrated ability to work independently with minimal supervision required.

Proven team player with excellent communication and interpersonal skills required.

Demonstrated ability to respectfully work with a variety of inter-professional team members required.

Excellent communication, interpersonal, prioritizing and organizational skills.

Experience in Meditech, CIS Novari, Acuro, Ocean an asset.

Experience in computerized medical billing applications preferred.

Excellent judgment and discretion in handling confidential and/or sensitive information.

Competencies in other languages an asset, French preferred.

In the absence of the minimum educational qualifications, an equivalent combination of education, training, and professional experience may be considered.

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.

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.

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📌 Administrative Assistant III, Eye Care Clinic/Team (Nova Scotia)
🏢 IWK Health
📍 Nova Scotia