Full-time Administrative Assistant- Division of Neurology

1 week ago

Ottawa, Canada Department of Medicine Full time

**Full-Time Administrative Assistant
- Division of Neurology (Civic 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 meetings and educational lectures, as required.
- Coordinates international travel and itineraries
- Compiles and submits expense claims (i.e. travel, honoraria, meeting expenses, legal case opinions, etc.)
- Initiates purchase order, deposit and cheque requisition requests using the appropriate cost center(s).
- Proofreads documents and composes routine correspondence**;**:

- Updates physician CVs in different formats
- Maintains physicians’ daily schedule and maintains their Outlook calendar. May include determining priorities and arranging meetings, appointments, 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; ensures all required test results and preliminary testing are completed prior to the appointment
- Produces and completes standard requisitions and clinical forms, including legal documentation, medical reports and insurance papers.
- Answers phones and responds to messages in timely manner; evaluates nature and urgency and either provides response or refers on.

**Qualifications**
- Community College Diploma, University Degree 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 Advanced French
is 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 mínimal supervision.

**Contacts**

**IMPORTANT NOTICE**: Support staff are employees of the hiring physician(s) or
Division. 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.
The Department of Medicine 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 Department of Medicine
will, upon request, provide accommodations in accordance with the Accessibility
for Ontarians with Disabilities Act.

**Hiring organization**

**Employment Type**
- Full-time

**Beginning of employment**
- January 2025

**Duration of employment**
- Permanent

**Industry**
- Healthcare

**Job Location**
- 1053 Carling Ave, Ottawa, ON

**Working Hours**
- 37.5 Hours per week

**Base Salary**
- $25.748-$30.771

**Valid through**
- December 21, 2024

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