Administrative Assistant III, ENT Clinic

Company : IWK Health

Req ID: 211123 
Department/Program: ENT Clinic, Children's Surgical, Emergency and Rehabilitation 
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: October 22, 2025 (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

Reporting to the Manager of Ambulatory Surgical Care, the Administrative Assistant III provides high quality administrative, secretarial and organizational support to an administration office and academic surgeon(s) 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
• Books/coordinates clinics, events, and meetings (including rooms, technological equipment, catering, etc.)
• Maintaining and organizing two surgeons’ schedules using Outlook
• Scheduling and registering for conferences with appropriate travel arrangements and arranging expense recovery
• 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
• 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)

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Graduate from a recognized medical secretarial or medical office administration diploma program required. Combination of equivalent education and experience may be considered.
• Minimum one (1) year experience in a clinical health care setting required, three (3) years preferred.
• Strong working knowledge of Windows, Microsoft Office (Word, Excel, Access, Outlook, etc.), Internet, and Database programs required.
• Working knowledge of Meeting Planner, SAP, E-Source, Adobe and Meditech, preferred.
• 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.
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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.

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