Full-time Administrative Assistant

**Full-Time Administrative Assistant - Rheumatology**

**Description**

Working in the Division of Rheumatology, the Full-Time Administrative Assistant works under the direction of the attending physician(s) and assures proper office administration, assists with coordinating clinic schedules for the supervising physician(s) and providing support for the physicians' clinical practices. The incumbent is also required to provide administrative support for the physicians teaching, research, and administrative duties.

**Responsibilities**
- (This is not a complete list):_
- Maintains physicians’ daily schedule and maintains their Outlook calendar. May include determining priorities and arranging meetings, appointments, teleconferencing and videoconferencing.
- Coordinates clinic activities: Schedules clinic appointments; notifies patients of their appointments and addresses patient inquiries
- Coordinates follow up appointments with patients after their clinical visits;
- Produces and completes standard requisitions and clinical forms, including legal documentation, medical reports and insurance papers.
- Coordinates meetings and educational lectures, as required.
- Compiles and submits expense claims (i.e. travel, honoraria, meeting expenses, legal case opinions, etc.)
- Initiates purchase order, deposit and cheque requisition requests using the appropriate cost center(s).
- Proofreads documents and composes routine correspondence**;**:

- Answers phones and responds to messages in timely manner; evaluates nature and urgency and either provides response or refers on.
- Updates and maintains physicians’ curriculum vitae and documentation for professional advancement and annual reporting.

**Qualifications**
- 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 skills - able to clearly express self to patients and provide specific instructions;
- Excellent interpersonal skills;
- Proficiency in speaking and comprehending both English and French preferred.
- Excellent organizational, prioritization, and time-management skills to coordinate multiple activities;
- Good judgment; able 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 mínimal supervision.

**Contacts**

We sincerely thank all applicants for their interest but only those under consideration will be contacted.

**IMPORTANT NOTICE**: Support staff are employees of the hiring physician(s) or Division. The Ottawa Hospital is the paymaster of our employees. Although our employees have offices within the Ottawa Hospital, they are not employed by the Ottawa Hospital. In accordance with The Ottawa Hospital, this position requires proof of vaccination against COVID-19 upon hiring.

The Department of Medicine is committed to the principle of equal opportunity in its employment practices and to providing an environment free from discrimination and harassment for all employees. The Department of Medicine will, upon request, provide accommodations in accordance with the Accessibility for Ontarians with Disabilities Act.

**Hiring organization**

**Employment Type**
- Full-time**Beginning of employment**
- January 2025**Duration of employment**
- Permanent**Industry**
- Healthcare**Job Location**
- 501 Smyth Road, Ottawa, ON, Ontario, Canada**Working Hours**
- 37.5 Hours per week**Valid through**
- December 2, 2024**Base Salary**
- $25.748-$30.771_ Per hour_