Administrative Assistant - Nephrology

The Ottawa Hospital; Ottawa; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading healthcare facility in Ottawa is seeking an Administrative Assistant for the Division of Nephrology. The role involves managing physicians' schedules, coordinating clinic activities, and providing administrative support for teaching and research. Candidates should possess a Community College Diploma and have strong organizational and communication skills, along with proficiency in both English and French. This is a full-time position with an emphasis on detailed record maintenance and patient communications.

Qualifications

• Minimum of 3-5 years related experience.
• Experience booking appointments and filing patient reports.
• Certificate in medical terminology preferred.

Responsibilities

• Maintain physicians' daily schedules and Outlook calendars.
• Coordinate clinic activities and schedule appointments.
• Produce and complete clinical forms and documentation.

Skills

Communication skills

Organizational skills

Attention to detail

Problem-solving abilities

Bilingual (English and French)

Education

Community College Diploma or equivalent

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 Nephrology at the Riverside 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;
• 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);
• 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.
  
  
  

Basic Requirements

• Community College Diploma or equivalent;
• Minimum of 3-5 years related experience;
• Certificate in medical terminology preferred;
• Proficiency in speaking and comprehending both English and French is required;
• 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.
  
  
  

Interested? Apply today!

To apply for this exciting opportunity, please forward your resume and cover letter, quoting the corresponding position title, by email at [e-mail].