Administrative Assistant, for Complex Care

1 month ago

Ottawa, Canada CHEO Full time

Compensation Pay Range:
$26.43-$32.46

Job Description:
DESCRIPTION

The Administrative Assistant will provide administrative support services and ensures confidentiality and efficient conduct of business through the office. This position works with the Complex Care Out-patient Program including the NP Satellite clinics. Works with community providers (vendors, agencies) and must be able to prioritize competing demands from a team of people.

PRINCIPAL DUTIES
- Type, transcribe dictated correspondence and format electronically based reports and correspondence; prepare spreadsheets; prepare documents for review.
- Draft routine responses for signature; collate information and draft updates to annual reports and/or other documents; research and collect relevant documentation regarding complex responses.
- Prioritize incoming mail and documents and distributes appropriately. Prepares intake packages for families (consents/transition info ect.)
- Receive and screen incoming calls, assess the urgency of the calls, provide general information as required to the caller, or refer the caller to the appropriate person.
- Supports the manager by sending out agendas for meetings, take, transcribe and distribute minutes for the team meetings and the Complex Care Family Advisory Committee
- Supports the team to book family focused team meetings/CSP, including Video conferencing arranging or confirming attendance and preparing material
- Maintain awareness of activities and maintain liaison with a variety of work-related contacts both at CHEO and externally.
- Maintain an up-to-date calendar of upcoming events and priorities and coordinate meetings as required.
- Photocopy, collate, fax and distribute documents. Send packages to other centres in collaboration with Medical Records for referrals via FedEx, Purolator, etc.
- Proofread documents for grammar and spelling.
- Supports populating the data elements for Complex Care funder
- Maintain detailed bookkeeping records and enter data into the computer for revenue and expenses.
- Establish, develop and maintain various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, and confidential files.
- Collect and/or tabulate statistics and information from files and/or databases as required, enter data into various data bases from a variety of sources.
- Assist with and/or conduct research and retrieve information and/or material as assigned on specified topics, by surfing the web, CHEOnet, reviewing literature, journals and/or publications etc.
- Participate in the planning of local conferences by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
- May perform financial clerical functions such as billing, maintaining petty cash, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, etc.
- May initiate HR staffing request forms as directed, obtain required signatures and forward to Human Resources.
- May ensure office set up for new staff which includes computer and telephone, keys, etc. as requested.
- Assist with and/or complete funding or grant submissions for review and appropriate sign off, as requested.
- Maintain files and order supplies as required.
- EPIC referral management, actions Complex Care Team referrals
- Booking, confirming, rescheduling & coordinating clinic appointments
- Coordinating & streamlining care across multiple providers
- Perform other duties as assigned

QUALIFICATIONS
- Criminal Records Check (Essential)
- Diploma in Office Administration or other appropriate combinations of education and experience, along with the demonstrated knowledge, skills and abilities to perform the duties of the position, may be considered in lieu of stated education and experience. (Essential)
- Approximately six (6) months of previous secretarial, administrative experience. (Essential)
- Comprehensively use software including word processing, spreadsheet, presentation, electronic mail. (Essential)
- Comprehensive knowledge and use of Staff Right & Cadence and EPIC (preferred)
- Communicate effectively and concisely, both orally and in writing. (Essential)
- Knowledge of medical terminology (preferred)
- Previous experience with use of a data base (including data entry and generation of reports) (preferred)
- Bilingualism (English and French) (Essential)

Please note you will be represented by the Ontario Federation Healthcare Workers - Laborers International Union of North America, (OFHCW-LiUNA 300).

CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process and welcome interest from all qualified applicants.

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at
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