Administrative Assistant
6 days ago
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team in the Division of Infectious Diseases at the Ottawa Department of Medicine. The successful candidate will provide administrative support to our physicians and staff, ensuring the smooth operation of our clinic.
Key Responsibilities- Maintain accurate and up-to-date schedules for our physicians and staff, including coordinating appointments, meetings, and travel arrangements.
- Coordinate clinic activities, including scheduling appointments, notifying patients, and addressing patient inquiries.
- Prepare and complete standard requisitions and clinical forms, including legal documentation and medical reports.
- Coordinate meetings and educational lectures, as required.
- Compile and submit expense claims, including travel, honoraria, and meeting expenses.
- Initiate purchase orders, deposits, and cheque requisition requests using the appropriate cost center.
- Proofread documents and compose routine correspondence.
- Answer phones and respond to messages in a timely manner, evaluating the nature and urgency of each inquiry.
- Update and maintain physicians' curriculum vitae and documentation for professional advancement and annual reporting.
- 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 and interpersonal skills.
- Proficiency in speaking and comprehending both English and French.
- Excellent organizational, prioritization, and time-management skills to coordinate multiple activities.
- Good judgment and ability 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 minimal supervision.
The official language of this job posting is English.
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