Administrative Assistant

**Position Details**:
**Posting #**: 27155
**Department**:Medical Affairs - Physicians
**Employee Type**:Regular, Full Time
**If Temporary, Number of Weeks**:
**Union**:Non-Union
**Openings Remaining**:1

**Schedule**:
**Work Days**: Monday to Friday
**Time of Day**: Days, Afternoons, Evenings
**Shift**: 7.5 hour
**This position may be scheduled at any of the following sites**: Charlton Campus (Hamilton Downtown)

**Application Dates**:
**Opening Date**: 20/02/24
**Closing Date**: 27/02/24 Applications must be received online by 12:00 midnight on the Closing Date

**Position Description**:
***:
This position supports a diverse range of activities supporting the Department Chief, and the Department Professional Staff (Physician, Midwives and Dentists) Group.

It serves as a liaison with Ontario Health West (OHW), health system executives, hospital administrators, staff, outside agencies in addition to patients and their families, ensuring all administrative functions are pro-actively coordinated with efficiency, professionalism and confidentiality
- _Contributes to the corporate efforts and initiatives, as appropriate, to enhance SJHH’s mission, vision and values._
- _Performs duties in a manner that demonstrates the employee’s commitment to developing a culture of patient and staff safety through accountability, reliability, trust and team work._
- _Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contraventions of the Act, in a timely manner._
- _Staff are encouraged to participate in activities with other organizations and with the community._

**QUALIFICATIONS AND SKILLS**:

- Minimum two-year Community College Program in Office Administration
- Minimum three years office experience
- Intermediate skill level is required for MS Office Suite (Word, Excel, Access and PowerPoint)
- Knowledge of medical staff structures, in large academic health science centres a definite asset
- Knowledge of medical terminology required. Experience in agenda preparation and minute taking required
- Must be able to work in an effective and efficient manner and prioritize projects accordingly without direct supervision.
- Demonstrated excellence in verbal and written communication skills
- Must have the ability to exercise excellent judgement and critical thinking skills

**DUTIES AND RESPONSIBILITIES**:

- Responsible for calendar management, with both internal and external executives and assistants, as well as consultants to coordinate a variety of meetings, retreats, educational events and presentations.
- Attends meetings and records minutes.
- Responsible for the credentialing process for all Professional Staff including completing recommendations for appointment for new Professional Staff, term and locum, the renewal, change and deletion of privileges for current Professional Staff as well as category changes.
- Ensures appropriate documentation is obtained in keeping with the hospital’s Bylaws, Rules and Regulations, completing forms and reviewing correspondence from the Credentials Office for accuracy. Coordinates privilege reviews for members of the department. Maintains confidential personnel files and records for the Professional Staff Group for the purpose of annual reviews.
- Maintains an accurate list of Professional Staff members.
- Works with the Patient Relations, the Risk and Legal Department and the College of physicians and Surgeons of Ontario and/or College of Midwives of Ontario and/or Royal College of Dental Surgeons of Ontario regarding medical-legal and personal matters ensuring they are dealt with in the strictest of confidence.
- Supports the Chief in resolving patient and staff concerns.
- Acts as liaison to the McMaster University School of Medicine.
- Ensures accurate distribution of HOCC and P4R
- Helps coordinate department educational activities including weekly medical grand rounds.
- Clinical and academic administrative support _(if required)_, including:

- o Fielding phone calls from patients and physician offices, and relaying key information Chief/Physician- o Contacting patients and physician offices at Chief/Physician request with key information or updates- o Entering clinical billings onto the Regional Medical Associates platform- o Maintenance of documentation required for university academic appointment (e.g. MacFacts CV)- All other duties as assigned

**PLEASE NOTE**:
Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.

**_ St. Joe’s fosters an environment where we celebrate diversity, where teams reflect the diversity of the community in which we serve, enhancing the connection to patients, clients, community, and each other_**

All positions will comply and work in conjunction with the Mission, Vision and Core Values of St. Joseph’s Healthcare Hamilton. We foster a culture of patient and staff safety.
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