Virtual Health Administrative Assistant

Article Flag: Mandatory Vaccination Please Note:
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

Summary:
Within the context of a client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the person promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.

Qualifications / Skills and Education:
**Education, Training and Experience**
- High School Diploma,
- Completion of a recognized secretarial program
- Three (3) to five (5) years recent, related experience supporting management staff, or
- Equivalent combination of education, training and experience.

**Skills and Abilities**
- Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
- Demonstrated ability to manage multiple complex and competing priorities.
- Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
- Demonstrated ability to communicate effectively both orally and in writing.
- Demonstrated ability to work with mínimal supervision.
- Demonstrated ability to work effectively, both independently and as part of a team.
- Demonstrated ability to handle confidential information with tact and discretion.
- Demonstrated ability to solve problems and develop solutions.
- Ability to keyboard at 50 WPM.
- Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
- Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Excel, Access, PowerPoint, Outlook, Visio), related databases and Internet.
- Demonstrated ability to use related equipment.
- Physical ability to perform the duties of the position.

Duties and Responsibilities:

- Oversees the day-to-day administrative workflow for including participating in establishing and preparing standards, policies, procedures and instructions that contribute to the effectiveness of projects, practices and initiatives
- Uses word processing, spreadsheet and graphic software to produce a variety of reports, correspondence, rosters/schedules, and presentation materials for meetings and seminars. Creates and maintains spreadsheet and database files to record, retrieve, analyze and display data. Uses business diagram software to prepare flow charts, project plans, organizational charts, and other material.
- Supports the Corporate Director in preparing financial and statistical reports and supporting documents. Assists with compiling and preparing budget-related documentation. Also assists project teams with scheduling, tracking, and user support of project platforms.
- Schedules, prioritizes and organizes appointments, meetings, and seminars to support the effective and efficient coordination of Virtual Health programs. Prepares and distributes agendas and circulates documentation for review in a timely manner. Attends a variety of committee and departmental meetings to provide secretarial support and/or information, and records minutes that may be of a confidential or sensitive nature, and takes follow up action as required.
- Schedules on call physicians and tracks virtual visit activity within the various virtual support programs. Acts as a resource and point of contact regarding these programs, responding to routine enquiries and providing information. Refers issues where required.
- Uses the cloud-based EMR (Electronic Medical Record) to support physician billing. Liaises with Medical Affairs regarding physician enquiries and to ensure correct physician payments and makes adjustments as required. Assists with tracking physician-to-physician interaction in the EMR to ensure full patient information is collected and documented.
- Updates and maintains filing systems, both electronic and hard copy to ensure access and timely retrieval of information.
- Performs other related duties as assigned.