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Full-Time Administrative Assistant – Rheumatology

2 weeks ago

Ottawa, Ontario, Canada Department of Medicine Full time

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 Advanced French

    is required;
  • 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 minimal supervision.

Contacts

To apply for this exciting opportunity, please forward your resume and cover letter, by email at

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.

Only shortlisted candidates will be contacted.

Hiring organization

Employment Type

Full-time

Beginning of employment

ASAP

Duration of employment

Permanent

Industry

Healthcare

Job Location

1967 Riverside Drive, Ottawa, ON, Ottawa, ON, Ontario, Canada

Working Hours

37.5 Hours per week

Valid through

November 15, 2025

Base Salary

$25.748-$30.771 Per hour