Administrative Assistant - Physical Medicine and Rehabilitation

The Ottawa Hospital; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading medical institution in Ottawa is seeking an Administrative Assistant to manage physicians' schedules, coordinate appointments, and provide support in a clinical setting. The ideal candidate will have a Community College Diploma, 3-5 years of relevant experience, and be proficient in both English and French. Excellent organizational, communication, and problem-solving skills are essential. The role offers a dynamic work environment and the opportunity to support a dedicated team of physicians.

Qualifications

• Minimum of 3-5 years related experience.
• Certificate in medical terminology preferred.
• Proficiency in English and French required.

Responsibilities

• Maintain physicians' daily schedule and Outlook calendar.
• Schedule clinic appointments and notify patients.
• Coordinate follow-up appointments post clinical visits.

Skills

Communication skills

Organizational skills

Attention to detail

Interpersonal skills

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 Physical Medicine and Rehabilitation (PMR) 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,4 hour shifts.

Responsibilities

• Maintains physicians' daily schedule and maintains their Outlook calendar. May include determining priorities and arranging meetings, appointments, travel/accommodation, 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;
• 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].