Admin Assistant

**General Posting Information**

**POSITION**:

- Administrative Assistant

**DEPARTMENT**:

- Regional Endoscopy Program / Central Intake Clinic

**CONDITIONS**:

- Temporary Full-time for approximately twelve (12) months

**HOURS**:

- Approximately 75.0 Bi-weekly Hours

**SHIFTS**:

- Days
- 7.5 Hours per shift

**WAGE RANGE**:

- Scale Minimum Maximum
- NONU $30.51/hr $36.98/hr

**RESPONSIBILITIES**:

- Provide administrative and clerical support to the Clinical / Project Manager Endoscopy Central Intake Program, Regional Endoscopy Program, and the Regional Endoscopy Central Intake Clinic
- Receive referrals (electronic or FAX), check for completeness and legibility and contacts referring physician as needed; input referrals into an electronic system for tracking, managing, and monitoring
- Identify inappropriate referrals and notify Clinical Manager
- Forward complete and appropriate referrals to hospital / specialist according to distribution protocols and procedures using the appropriate information exchange system (Novari, Ocean)
- Maintain referral tracking system by ensuring the required data is entered for each referral
- Monitor wait times across the Champlain region using Novari information system
- Provide support and assistance to the Manager in preparing statistical reports and information, PowerPoint presentations, and Excel spreadsheets
- Participate in Quality Assurance initiatives
- Draft memoranda, letters, correspondence, and reports, ensure internal and external meeting requests are met, as well as receive and distribute incoming correspondence
- Prepare meeting packages, records/transcribes minutes for assigned committees
- Coordinate documentation necessary to support the Accreditation process
- Manage calendars for assigned staff including coordination and scheduling appointments, meetings, conferences, and teleconferences
- Demonstrate the QCH values of collaboration, accountability, innovation, and respect.

**REQUIREMENTS**:

- Completion of secondary school combined with at least two years of related experience and / or completion of an accredited secretarial / business administration program
- Knowledge of Medical terminology
- Bilingual (French and English) essential
- Ability to work as part of a team, to interrelate with all levels of staff in a professional manner
- Ability to multitask, work with mínimal supervision and be able to continually prioritize duties
- Excellent interpersonal, customer service / communication skills (oral and written)
- Excellent organizational, and time management skills
- Proficiency in the use of Microsoft Office Suite; computer experience particularly in the area of data compilation and entry
- Minimum keyboarding of 40 words per minute with a maximum of 5% error rate

**PREFERRED**:

- Previous experience with referral scheduling, hospital/healthcare information and wait time systems

**Please note that according to the Ontario Health and Queensway Carleton Hospital Vaccination Policy, all applicants must be fully vaccinated unless they can provide the proof of a valid medical contraindication or exemption on the basis of protected grounds under the Ontario Human Rights Code in order to be considered for any staff or volunteer opportunities. Upon hiring, applicants must provide the proof of either government issued documentation proving they have been fully vaccinated, or present supporting documentation of a valid medical contraindication or exemption under Ontario Human Rights Code.**
- Thank you for your continued interest in Queensway Carleton Hospital. We deeply value and celebrate the principles of equity, diversity, inclusion, and belonging, as they are integral to the enrichment of our work environment. We believe that by fostering an inclusive and diverse community, we can achieve our mission of providing exceptional healthcare services to all individuals with compassion and respect. We encourage applicants from all backgrounds to apply. We welcome those who would contribute to the further diversification of our organization including, but not limited to women, racial or ethnic minorities, First Nations, Inuit, and Métis peoples, persons with Disabilities, and 2SLGBTQI+ communities._