Administrative Assistant - Hematology

The Ottawa Hospital; Ottawa; On-site; CAD 42,000 - 65,000; Full time

Job summary

The University of Ottawa Medical Associates (UMA) seeks an Administrative Assistant in the Division of Hematology at the General Campus. The role supports attending physicians, coordinates clinic schedules, and assists with teaching, research, and administrative duties.

Responsibilities include managing calendars, arranging meetings, handling confidential information, booking appointments, preparing forms, and coordinating travel.

Qualifications

• 3–5 years related experience.
• Experience supporting physician research activities.
• Good knowledge of MS Office.
• Experience booking appointments and filing patient reports.
• Meticulous attention to detail.
• Excellent communication and writing skills.
• Bilingual English/French preferred.
• Ability to handle confidential information.

Responsibilities

• Maintains physicians' daily schedule and Outlook calendar.
• 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 including virtual appointments.
• Produces and completes standard requisitions and clinical forms, including legal documentation, medical reports and insurance papers.
• Assists with conference registrations, travel, and accommodation arrangements.
• Compiles and submits expense claims (i.e. travel, honoraria, meeting expenses, legal case opinions, etc.).
• Proofreads documents and composes routine correspondence.
• 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.
• Produces and completes standard requisitions/labs and clinical forms, including legal documentation, medical reports, and insurance papers, WSIB claims.
• Attend some meetings and take/distribute minutes; assist in preparation of meetings.

Skills

Communication

Interpersonal skills

Organizational skills

Time management

Problem solving

Attention to detail

Confidentiality

Bilingual (English/French)

Education

Community College Diploma

Certificate in medical terminology preferred

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

Electronic databases

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 Hematology 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.

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 including virtual appointments;
• Produces and completes standard requisitions and clinical forms, including legal documentation, medical reports and insurance papers;
• Assists with conference registrations, travel, and accommodation arrangements;
• Compiles and submits expense claims (i.e. travel, honoraria, meeting expenses, legal case opinions, etc.);
• Proofreads documents and composes routine correspondence;
• 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;
• Produces and completes standard requisitions/labs and clinical forms, including legal documentation, medical reports, and insurance papers, WSIB claims;
• Attend some meetings and take/distribute minutes; assist in preparation of meetings.

Basic Requirements

• Community College Diploma or equivalent;
• Minimum of 3-5 years related experience;
• Experience supporting physician research activities;
• 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 and able to clearly express self to patients and provide specific instructions;
• Excellent interpersonal skills;
• Proficiency in speaking and comprehending both English and French preferred;
• 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;
• Clear and concise writing skills.