Full-Time Administrative Assistant- Division of Cardiology (General Campus)

Ottawa Department of Medicine; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

L'Université d'Ottawa Medical Associates recherche un Assistant Administratif pour la Division de Cardiologie. Vous serez responsable de la coordination des horaires, de l'assistance administrative pour les médecins et de la gestion des requêtes des patients. Ce poste exige une rigueur énorme et une capacité à travailler avec précision dans un environnement dynamique, en soutenant les travaux de recherche et d'enseignement.

Benefits

Jours de congé payés

Plan de retraite HOOPP

Service de navette intercampus

Remises sur les voyages et les hôtels

Accès aux gymnases sur place

Qualifications

• Minimum de 3-5 ans d'expérience liée.
• Préférence pour un certificat en terminologie médicale.
• Maîtrise de l'anglais et du français requise.

Responsibilities

• Maintenir les horaires quotidiens des médecins et leurs calendriers Outlook.
• Coordonner les rendez-vous avec les patients et gérer les activités cliniques.
• Produire des documents médicaux et des rapports.

Skills

Communication

Organisation

Résolution de problèmes

Initiative

Attention aux détails

Education

Community College Diploma

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

Job description

Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Administrative Assistant in the Division of Cardiology 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.

Responsibilities

This is not a complete list) :

• 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.

Qualifications

• Community College Diploma or equivalent;
• Minimum of 3-5 years related experience;
• 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 required
• 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.

The University of Ottawa Medical Associates (UMA) is the largest physician partnership in the Department of Medicine, The Ottawa Hospital / University of Ottawa, Faculty of Medicine. Working closely with our physician specialists, most of our employees work from offices within The Ottawa Hospital.

The Department of Medicine is a collective of experts and innovators. We are specialist physicians, resident doctors and medical students, researchers and administrators. We all have one guiding ambition : to move medicine forward. The administrators of DOM are the core of our workplace; enabling the education of our residents and medical students as well as the vital work of our researchers and physician specialists.

We are deeply committed to supporting the well-being of our employees. To promote your health and wellness, we offer paid vacation and sick days. We also prioritize your long-term financial security through participation in the Healthcare of Ontario Pension Plan (HOOPP). Thanks to our strong partnership with The Ottawa Hospital, employees can benefit from the intercampus shuttle service for convenient travel between locations, as well as work-life balance perks like exclusive discounts on travel, hotels, and on-site gyms. These benefits are designed to enrich both your personal and professional life, ensuring your experience with us is both rewarding and fulfilling.

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Administrative Assistant • Smyth Road, Ottawa, ON, Ontario, KH L, Canada