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Administrative Assistant

2 months ago

Ottawa, Ontario, Canada Ottawa Department of Medicine Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at the Ottawa Department of Medicine. The successful candidate will provide administrative support to the Division of Infectious Diseases, ensuring the smooth operation of our clinical practices.

Key Responsibilities
  • Schedule Management: Maintain the daily schedule of attending physicians, prioritize tasks, and arrange meetings, appointments, and travel arrangements.
  • Clinic Coordination: Schedule clinic appointments, notify patients, and address their inquiries.
  • Follow-up Appointments: Coordinate follow-up appointments with patients after their clinical visits.
  • Document Preparation: Produce and complete standard requisitions, clinical forms, and legal documentation.
  • Meetings and Lectures: Coordinate meetings and educational lectures as required.
  • Expense Claims: Compile and submit expense claims for travel, honoraria, and meeting expenses.
  • Purchase Orders: Initiate purchase orders, deposits, and cheque requisition requests using the appropriate cost center.
  • Correspondence: Proofread documents and compose routine correspondence.
  • Communication: Answer phones, respond to messages, and evaluate the nature and urgency of inquiries.
  • CV Maintenance: Update and maintain physicians' curriculum vitae and documentation for professional advancement and annual reporting.
Requirements
  • Education: Community College Diploma or equivalent.
  • Experience: Minimum of 3-5 years related experience.
  • Certifications: Certificate in medical terminology preferred.
  • Skills: Good knowledge of MS Outlook, Word, Excel, and PowerPoint; experience booking appointments, consultations, procedures, and filing patient reports.
  • Language: Proficiency in speaking and comprehending both English and French (B+).
  • Personal Qualities: Meticulous attention to detail, excellent communication and interpersonal skills, strong problem-solving abilities, and ability to handle sensitive and confidential information.