Full-Time Administrative Assistant- Division of Infectious Diseases

Ottawa Department of Medicine; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading healthcare institution in Ottawa is seeking an Administrative Assistant III to support the Division of Infectious Diseases. The role involves managing schedules, coordinating clinic activities, and ensuring efficient office administration. Ideal candidates will have a Community College Diploma, relevant experience, and strong organizational skills, with proficiency in both English and French being preferred.

Qualifications

• 3-5 years of related experience required.
• Proficiency in English and French (B+ level) preferred.
• Ability to handle sensitive and confidential information.

Responsibilities

• Maintains physicians’ daily schedule and Outlook calendar.
• Coordinates clinic activities and follow-up appointments.
• Prepares requisitions and clinical forms.

Skills

Communication

Organizational Skills

Problem-Solving

Attention to Detail

Interpersonal Skills

Education

Community College Diploma or equivalent

Certificate in medical terminology

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

Job description

Working in the Division of Infectious Diseases, the Administrative Assistant(s) III works under the direction of the attending physician(s) and ensures proper office administration, assists with coordinating clinic schedules for the supervising physician(s), and provides support for the physicians’ clinical practices.

Responsibilities

• Maintains physicians’ daily schedule and Outlook calendar, including prioritizing and arranging meetings, appointments, travel, accommodation, teleconferencing, and videoconferencing.
• Coordinates clinic activities: schedules appointments, notifies patients, and addresses inquiries.
• Coordinates follow-up appointments with patients after clinical visits.
• Prepares and completes requisitions and clinical forms, including legal documents, medical reports, and insurance papers.
• Coordinates meetings and educational lectures as required.
• Prepares and submits expense claims (travel, honoraria, meeting expenses, legal opinions, etc.).
• Initiates purchase orders, deposits, and cheque requisitions using the appropriate cost centers.
• Proofreads documents and composes routine correspondence.
• Answers phones, responds to messages promptly, evaluates urgency, and either responds or refers as needed.
• Updates and maintains physicians’ curriculum vitae and documentation for professional development and reporting.

Qualifications

• Community College Diploma or equivalent.
• 3-5 years of related experience.
• Certificate in medical terminology preferred.
• Proficiency in MS Outlook, Word, Excel, and PowerPoint.
• Experience booking appointments, consultations, procedures, and filing patient reports.
• Meticulous attention to detail.
• Excellent communication skills to clearly convey information to patients and provide instructions.
• Strong interpersonal skills.
• Proficiency in English and French (B+ level).
• Excellent organizational, prioritization, and time-management skills to handle multiple activities.
• Good judgment to seek supervisor’s assistance when needed.
• Strong problem-solving skills.
• Ability to navigate and update electronic databases.
• Ability to handle sensitive and confidential information.
• Initiative, tact, dedication, diplomacy, and a positive attitude.
• Highly dependable and thorough.
• Ability to work independently with minimal supervision.