Full-time Administrative Assistant- Division of

4 weeks ago

Ottawa, Canada Department of Medicine Full time

**Full-Time Administrative Assistant
- Division of Neurology (General Campus)**

**Description**

Working in the Division of Neurology, 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):_
- Coordinates clinic activities for physicians and residents: 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.
- Track and collect results for diagnostic tests ordered by physicians
- Coordinates clinical notes and lab results for physician(s') review and direction
- Maintains physician(s)’ daily schedule and maintains their Outlook calendar. Includes determining priorities and arranging meetings, appointments, teleconferencing and videoconferencing.
- Compiles and submits expense claims (i.e. travel, honoraria, meeting expenses, legal case opinions, etc.)
- 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.

**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 (B+);
- 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 mínimal supervision.

**Contacts**

**IMPORTANT NOTICE**: Support staff are employees of the University of Ottawa Medical Associates. The Ottawa Hospital is the paymaster of our employees. Although our employees have offices within the Ottawa Hospital, they are not employed by the Ottawa Hospital. In accordance with The Ottawa Hospital, this position requires proof of vaccination against COVID-19 upon hiring.

The University of Ottawa Medical Associates is committed to the principle of equal opportunity in its employment practices and to providing an environment free from discrimination and harassment for all employees. The University of Ottawa Medical Associates will, upon request, provide accommodations in accordance with the Accessibility for Ontarians with Disabilities Act.

**Hiring organization**

**Employment Type**
- Full-time**Beginning of employment**
- ASAP**Duration of employment**
- Permanent**Industry**
- Healthcare**Job Location**
- 501 Smyth Road, Ottawa, ON, Ontario, Canada**Base Salary**
- $25.748-$30.771**Valid through**
- June 20, 2024

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