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Administrative Support Specialist

2 months ago

Ottawa, Ontario, Canada Ottawa Department of Medicine Full time

About the Role

The Ottawa Department of Medicine seeks a highly organized and detail-oriented Administrative Support Specialist to join our Division of Infectious Diseases. This role provides essential administrative and logistical support to our physicians, ensuring the smooth operation of their clinical practices.

Responsibilities:

  • Manage physician schedules, including appointments, meetings, travel arrangements, and teleconferencing.
  • Coordinate clinic activities, such as scheduling patient appointments, confirming appointments, and addressing patient inquiries.
  • Facilitate follow-up appointments with patients after clinical visits.
  • Prepare and complete various clinical forms, requisitions, and reports, including legal documentation and insurance paperwork.
  • Support meetings and educational lectures by arranging logistics and materials.
  • Process expense claims for travel, honoraria, and other professional expenses.
  • Initiate purchase orders, deposits, and cheque requisition requests.
  • Proofread documents and compose routine correspondence.
  • Answer phone calls and respond to messages promptly, assessing urgency and directing inquiries appropriately.
  • Maintain physician curriculum vitae and documentation for professional advancement and reporting.

Qualifications:

  • Diploma from a Community College or equivalent.
  • Minimum of 3-5 years of relevant administrative experience in a healthcare setting.
  • Certificate in medical terminology is preferred.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Experience with appointment scheduling, patient record management, and filing procedures.
  • Exceptional attention to detail and accuracy.
  • Excellent communication skills, both written and verbal, with the ability to interact effectively with patients and colleagues.
  • Strong interpersonal skills and a collaborative approach.
  • Fluency in English and French (B+ level).
  • Demonstrated organizational, prioritization, and time-management abilities to manage multiple tasks efficiently.
  • Sound judgment and the ability to seek guidance when necessary.
  • Problem-solving skills and a proactive mindset.
  • Experience navigating electronic databases and handling confidential information with discretion.
  • Initiative, tact, dedication, diplomacy, and a positive attitude.
  • Highly dependable and thorough in completing tasks.
  • Ability to work independently and as part of a team.