Administrative Assistant - Neurology

The Ottawa Hospital; Ottawa; On-site; CAD 45,000 - 65,000; Full time

Job summary

The Ottawa Hospital seeks a dedicated Administrative Assistant for its Division of Neurology. This role provides essential support to physicians, managing schedules and assisting with clinic administration. The ideal candidate is detail-oriented, has strong communication skills, and is passionate about improving community health.

Qualifications

• Minimum of 3-5 years related experience.
• Experience supporting physician research activities.
• Certificate in medical terminology preferred.

Responsibilities

• Maintain physicians' daily schedules and manage their Outlook calendars.
• Coordinate clinic activities and schedule appointments.
• Assist with administrative duties for teaching and research.

Skills

Communication

Attention to detail

Problem-solving

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 Neurology at the Civic 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.

Temporary position until approximately July 31, 2026.

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;
• Assists with transmission and maintenance of documentation for new and ongoing research projects, including collaborations with outside institutions;
• 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;
• May be required to assist with annual reapplications for professional licenses/privileges and maintenance of certification.
  
  
  

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 - 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.
  
  
  

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.