Administrative Assistant, Neonatology and Pediatric Critical Care - Permanent Full-Time

CHEO; Ottawa; On-site; CAD 42,000 - 54,000; Full time

Job summary

CHEO in Ottawa is seeking an Administrative Assistant to provide comprehensive support to the Divisions of Neonatology and Pediatric Critical Care. The role involves calendar management, coordinating meetings, and responding professionally to inquiries from patients, families, and other stakeholders.

Responsibilities include HR support for new CHEO staff and medical staff, assisting with physician billing when applicable, maintaining electronic and paper filing systems, preparing reports and

Qualifications

• Diploma in relevant field (Essential).
• Approximately 12 months of related experience (Essential).
• Clinical terminology proficiency (Essential).
• Criminal Record Check (Level 1) (Essential).
• Bilingualism (English and French) (Essential).

Responsibilities

• Maintaining calendar and scheduling meetings, appointments and events; prepare documentation for meetings and reschedule to prevent conflicts.
• Managing inquiries from patients, families and stakeholders and directing them appropriately.
• Support HR processes for new CHEO staff and medical staff, including recruitment and onboarding; collaborate with the University when appropriate.
• Submit information to support physician billing (if applicable).
• Develop and maintain internal office systems, databases, filing systems and monthly reports.

Skills

Communication

Organization

Attention to detail

Time management

Confidentiality

MS Office

Education

Diploma in relevant field

Tools

MS Office Suite

Job description

The Administrative Assistant is responsible for providing administrative support to the Divisions of Neonatology and Pediatric Critical Care.

MAIN RESPONSIBILITIES

• Maintaining calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities
• Maintaining awareness of the clinical program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports etc)
• Supporting the program with human resources processes for new CHEO staff and medical staff including recruitment, hiring, orientation, onboarding, workstation/office setup. Collaborating with the University when appropriate.
• Submitting required information to support physician billing (if applicable)
• Establishing, developing and maintaining various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, processing mail, confidential files and BF systems
• Supporting the administrative aspects of program’s academic and research mandates
• Preparing annual program summary reports
• Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
• Making travel and hotel arrangements for staff and out-of-town visitors.
• Prioritizing incoming mail and documents and distributing appropriately.
• Photocopying, collating, faxing and distributing documents.
• Proofreading documents for grammar and spelling.
• Typing, transcribing dictated correspondence and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review.
• Performing financial clerical functions such as billing, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, enrichment fund reimbursements, etc.
• Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
• Maintaining both electronic and paper filing systems
• Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
• Ordering supplies as required.
• Performing other duties as assigned.

QUALIFICATIONS

• Diploma in relevant field (Essential)
• Approximately 12 months of related experience (Essential)
• Clinical terminology proficiency (Essential)
• Knowledge of medical terminology (Preferred)
• Sound judgement, the ability to prioritize and adjust as required (Essential)
• Ability to anticipate needs, as well as plan and prioritize work. (Essential)Ability to take initiative and work independently with minimal direction (Essential)
• Ability to multi-task and complete tasks in a timely fashion; (Essential)
• Strong organizational skills (Essential)
• Detail-oriented (Essential)
• Discretion and a high degree of confidentiality; (Essential)
• Professional, effective, concise communication (both oral and written); (Essential)
• Comprehensive use of MS Office including word processing, spreadsheet, presentation, email; (Essential)
• Use of a voicemail system, photocopier, multi-use fax machine. (Essential)
• Criminal Record Check (Level 1) (Essential)
• Bilingualism (English and French) (Essential)

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [e-mail]. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.