Medical Personal Assistant

2 weeks ago

Brampton, Canada CHARM Fertility Full time

**Role Summary**

We are seeking a highly organized and proactive individual to join our team as Medical Personal Assistant. In this role, you will report to the Medical Director and assist with various administrative tasks, manage schedules, coordinate meetings and ensure the smooth functioning of the Medical Director’s day to day operations. This role requires exceptional organizational skills, the ability to handle confidential information, strong communication skills and the ability to multitask in a fast paced and changing work environment.

**Role Responsibilities**
- Provide high level administrative support to the Managing Director, including managing correspondence, drafting documents, and maintaining files and records.
- Coordinate the Managing Director’s calendar, schedule appointments, and arrange meetings.
- Ensure use of time ,prioritize tasks and manage conflicting schedules.
- Arrange and coordinate meetings, conferences, and other events.
- Assists in preparing reports, presentations, and other documents for the Managing Director.
- Acts as liaison between the Managing Director and internal and external stakeholders, including medical staff, board members, partners, vendors and patients.
- Oversee general office operations, including supplies inventory, equipment maintenance, and coordinate ,and coordination with support staff.
- Should be able to work independently.
- Have a proactive solutions-oriented approach to issues that may arise
- Must be able to multitask in a fast paced and changing environment
- Take accountability of organizations results and future results
- Demonstrate strategic thinking
- Other duties as assigned

**Required Qualifications**

**Formal Education or Equivalent**
- Bachelor degree in BA or equivalent
- Certificate in the medical field is an asset

**Years of Experience**

3+

**Competencies**
- Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines while maintaining attention to detail and accuracy
- Strong verbal and written communication skills to to effectively interact with healthcare professionals, patients, stakeholders, and other team members
- Demonstrating a high level of integrity and understanding the importance of confidentiality when handling sensitive medical information and maintaining patient privacy
- Competence in using office software
- Proficiency in medical terminology, including an understanding of common medical terms, abbreviations, and concepts
- Project management tools
- Proficiency in google workspace

**Specialized skills, knowledge, or certifications unique to this role**
- Coordinate and manage the Medical Director’s calendar, appointments, meetings and events
- Prepare and organize documents, reports, correspondence
- Maintain accurate and up-to-date records, medical charts, and other documents
- Greet and receive patience, ensuring a warm welcoming environment
- Assist with personal tasks and errands for the healthcare professionals, as needed
- Ensure compliance with relevant healthcare policies, procedures and regulations
- Effective problem solving skills contribute to maintaining smooth workflows and addressing issues promptly
- Medical terminology proficiency is an asset especially in the fertility industry

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