Medical Secretary

1 week ago

Toronto, Canada Sinai Health Full time

Sinai Health is a leading academic health science centre with a provincial, national and international reputation for discovering and delivering life-changing care. We provide excellent and compassionate care in hospital, community and home. Comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, the Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care, we translate scientific breakthroughs, push boundaries for health solutions, and educates future clinical and scientific leaders.

To support us on this journey, we are seeking an exceptional and experienced administrative professional, with the skills and abilities to assume the exciting role of **Medical Secretary - Department of Paediatrics.**

The Medical Secretary exercises judgment and independence to provide complex secretarial and administrative support services to 6-7 staff physicians.

**Duties & Responsibilities**
- Organize meetings, schedule appointments, and maintain 6-7 physicians’ schedules. Meet with physicians on regular basis to review calendar items, discuss major up-coming events/projects, and address queries/concerns
- Organize annual schedules for committee meetings, notifies members, books rooms and equipment.
- Arrange conference registration, travel for physicians and/or invited guests
- Create expense forms for processing; collect travel receipt(s), relevant documentation (i.e. conference registration fee, membership dues etc.), credit card statements (when appropriate), obtain appropriate signatures, and submit form to office manager
- Maintains and updates physicians’ CV, including CIHR common CV
- Search for medical/research articles online and/or from hospital libraries
- Book patient consults in Antenatal Clinic, which includes liaising with external department to ensure patient appointments are booked at a mutually agreeable time, correspond with trainees about patient appointments and providing appropriate patient material to staff physicians and trainees
- Help clinicians and patients navigate the use of virtual platforms
- Register outpatients on MSH Powerchart, collate and disseminate patient reports
- Create/maintain/organize office filing systems for physicians and department
- Answer and screen phone calls, when appropriate. Sort mail, faxes, and couriers
- Arrange attendance record sheets for rounds attended by all staff physicians
- Order supplies for the department
- Greet and direct visitors to the Paediatrics Offices.
- Provide other administrative support as needed - which includes providing back up for other departmental secretaries during absences
- Job Requirements- Successful completion of a post-secondary diploma in Medical Office Administration or related field from accredited College
- Minimum 2-3 years intermediate secretarial experience - medical office experience preferred
- Advanced computer skills including Microsoft Outlook, Word, Excel, Zoom, and Adobe
- Polished interpersonal skills; proven ability to work effectively in a team environment and with a variety of internal and external stakeholders
- Sound judgment and sensitivity in assessing difficult situations with proven discretion in dealing with highly sensitive and confidential information
- Excellent organizational skills, with the ability to track and prioritize to ensure the most efficient and effective use of time
- Demonstrated satisfactory work performance and attendance history

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