Administrative Assistant

3 weeks ago

Toronto, Canada The CReATe Fertility Centre Full time

**Administrative Assistant - Operating Room (OR)**

**CReATe Fertility Centre** is proudly headquartered on Bay Street in downtown Toronto, Ontario, we are internationally renowned for our specialized fertility services and ground-breaking research. Committed to providing personalized, comprehensive, cutting-edge care—we provide state-of-the-art laboratory facilities, and pioneering research scientists who are dedicated to giving you the very best options for creating your family.
- **What CReATe Has to Offer**_
- Competitive pay, plus paid time off
- Extended health and medical care
- Professional development opportunities
- Friendly and supportive work environment.

We are looking to hire an experienced, friendly, helpful, and empathetic **Administrative Assistant (OR)** to ensure the operating efficiency of our Operating Room reception area during regular business hours, and to support the work of management and other staff. Reporting to the Front Desk Manager, the OR Admin Assistant will also be responsible assisting with various administrative tasks, maintaining accurate records, and facilitating effective communications within the Centre and its OR department.
- **Duties & Responsibilities**_
- Greeting patients, suppliers, and visitors to the OR Department, and acting as their first point of contact with the Centre
- Serving as liaison between surgical teams, administrative staff, and other departments within the Centre
- Communicating surgery schedules, changes, and updates to relevant parties
- Entering-in and checking-out patients using eIVF and OR cubicles, and providing them with further instructions as needed
- Pulling patient charts, and preparing their paperwork for next-day procedures
- Preparing collection forms and cups for semen samples, providing them to patients and collecting them again when the patients are finished
- Preparing and organizing necessary documents, reports, and presentations for surgical team meetings and departmental reviews
- Assisting in the preparation of surgical and financial consent forms, patient information packets, and other relevant documents
- Adhering to patient confidentiality and privacy regulations, while maintaining the highest level of discretion when handling sensitive information
- Calling patients in advance to remind them of their appointment times and instructions
- Contacting referred patients to book and/or confirm appointment dates and times
- Maintaining accurate and up-to-date patient records, surgical logs, and operating room documentation in compliance with regulatory standards
- Receiving payments for procedures and medications
- Managing the filing of documents, answering general phone inquiries, and other administrative duties as required.
- **Skills & Qualifications**_
- Two-to-four years’ experience as an Administrative Assistant, preferably in a healthcare or surgical setting
- Post-secondary School education in administration, business, office management, or related certification is a plus
- Understanding of medical terminology and surgical procedures is advantageous—as is the flexibility to adapt to changing priorities and work in a fast-paced environment
- Ability to assess situations to determine the importance, urgency, and risks involved; and make clear decisions, which are timely and in the best interests of the organization
- Exceptional interpersonal communication and problem-solving skills
- Notable time management skills, and demonstrated ability to prioritize among many work tasks at once, and the poise to remain calm under pressure
- Comfortable working both independently and as part of a cross functional team; and with maintaining strong working relationships with co-workers and patients
- Exercising sound judgment and discretion when dealing with confidential and sensitive information
- Proficiency with MS Office Suite (Word, Excel, and Outlook)
- Willingness to work Monday-to-Friday, and occasional weekends and Holidays as scheduled.
- If you are a motivated individual with a passion for contributing to the success of the _**CReATe Fertility Centre**_, we encourage you to join our dedicated team for the position of Administrative Assistant - Operating Room - and help make a difference in the lives of our patients._

**Job Types**: Full-time, Part-time, Permanent

**Benefits**:

- Company events
- Company pension
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Day shift
- Evening shift
- Monday to Friday
- Weekends as needed

**Experience**:

- Medical Front-desk: 1 year (required)
- Administrative experience: 1 year (required)

**Language**:

- English (required)

Work Location: In person

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