Administrative Assistant

The Ottawa Hospital; Ottawa; On-site; CAD 50,000 - 60,000; Full time

Job summary

A leading healthcare facility in Ottawa is seeking an Administrative Assistant for the Gastroenterology Division. This role involves managing schedules, facilitating clinic operations, and providing vital support for both clinical and administrative functions. Suitable candidates will have a community college diploma and a strong background in office administration, excellent communication skills, and the ability to work independently in a fast-paced environment.

Qualifications

• Minimum of 3-5 years related experience.
• Certificate in medical terminology preferred.
• Able to navigate and populate electronic databases.

Responsibilities

• Maintains physicians' daily schedules and Outlook calendars.
• Coordinates clinic activities and schedules appointments.
• Assists with grant applications and document preparation.

Skills

Attention to detail

Communication

Interpersonal skills

Organizational skills

Problem-solving

Bilingual (English and French)

Education

Community College Diploma

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

Job description

Position Information

Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Administrative Assistant in the Division of Gastroenterology at the General Campus. The Administrative Assistant works under the direction of the attending physician(s) and assures proper office administration, assists with coordinating clinic schedules for the supervising physician(s) and providing support for the physicians¿ clinical practices. The incumbent is also required to provide administrative support for the physicians teaching, research, and administrative duties.

Support staff are employees of the University of Ottawa Medical Associates. The Ottawa Hospital is the paymaster of our employees. Although our employees have offices within the Ottawa Hospital, they are not employed by the Ottawa Hospital. The Department of Medicine is committed to the principle of equal opportunity in its employment practices and to providing an environment free from discrimination and harassment for all employees. The University of Ottawa Medical Associates will, upon request, provide accommodations in accordance with the Accessibility for Ontarians with Disabilities Act.

Rotation/Shifts

Days, 8 hour shifts

Responsibilities

• Maintains physicians' daily schedule and maintains their Outlook calendar. May include determining priorities and arranging meetings, appointments, teleconferencing and videoconferencing;
• Coordinates clinic activities: Schedules clinic appointments; notifies patients of their appointments and addresses patient inquiries;
• Coordinates follow up appointments with patients after their clinical visits;
• Produces and completes standard requisitions and clinical forms, including legal documentation, medical reports and insurance papers;
• Coordinates meetings and educational lectures, as required;
• Compiles and submits expense claims (i.e. travel, honoraria, meeting expenses, legal case opinions, etc.);
• Initiates purchase order, deposit and cheque requisition requests using the appropriate cost center(s);
• Assists with conference registrations, travel and accommodation arrangements and prepares travel expense claims adhering to policies of the appropriate organizations;
• Proofreads documents and composes routine correspondence;
• May be required to assist with annual reapplications for professional licenses/privileges and maintenance of certification;
• Answers phones and responds to messages in timely manner; evaluates nature and urgency and either provides response or refers on;
• Updates and maintains physicians¿ curriculum vitae and documentation for professional advancement and annual reporting;
• May assist with formatting and preparation of presentation materials;
• Assists with preparing grant applications: may include performing basic literature searches, inserting references and generating bibliographies using Reference Manager, completing forms, contacting and obtaining information such as CVs from co-applicants, obtaining appropriate signatures, grant assembly and uploading of documents, photocopying, and arranging courier services.
  
  
  

Basic Requirements

• Community College Diploma or equivalent;
• Minimum of 3-5 years related experience;
• Certificate in medical terminology preferred;
• Good knowledge of MS Outlook, Word, Excel and PowerPoint;
• Experience booking appointments, consultations, procedures and filing patient reports;
• Meticulous attention to detail;
• Excellent communication skills ¿ able to clearly express self to patients and provide specific instructions;
• Excellent interpersonal skills;
• Excellent organizational, prioritization, and time-management skills to coordinate multiple activities;
• Good judgment; able to identify when to seek supervisor¿s assistance or advice;
• Strong problem-solving abilities;
• Able to navigate and populate electronic databases;
• Ability to handle sensitive and confidential information;
• Initiative, tact, dedication, diplomacy and positive attitude;
• Highly dependable and thorough;
• Ability to work well with minimal supervision;
• Proficiency in speaking and comprehending both English and French (B+).
  
  
  

Interested? Apply today!

If you are passionate about what you do, motivated by improving the health of the community, excited by leading-edge medical technology, and as committed to excellence, quality and patient safety as we are, we would like to hear from you. Please submit an on-line application for the position you are interested in. We thank all those who apply but only those selected for further consideration will be contacted.

The Ottawa Hospital is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.

Go to www.thinkottawamedicine.ca for more information.