The Opportunity

Reporting to the Manager for the Children’s Intensive Services, the Administrative Assistant provides high quality administrative, secretarial and organizational support to the team. The administrative assistant supports the multi-disciplinary team and duties include but are not limited to:

• Coordinates appointments and schedules for various clinicians with the Children’s Intensive Services.
• Places reminder calls, books and registers daily patient visits using Community Wide Scheduling.
• Books/coordinates clinics, events and meetings (including room-booking & equipment set up, webinars).
• Coordinates and attends meetings, records and produces minutes as required.
• Maintains Team/Service communications. Actively anticipates and troubleshoot problems.
• Answers phone inquiries, relays messages and refers calls with follow up as appropriate, in a timely manner.
• Types/transcribes, edits, reports, correspondence, photocopies, faxes and distributes accordingly.
• Provide reception and patient registration duties. Liaises with patients, families, staff and stakeholders in a courteous, pleasant and professional manner.
• Prepares patient charts and maintains patient database.
• Manages service supplies (food ordering/purchasing, meal tickets, supply ordering, patient supplies etc)
• Processes incoming/outgoing mail.
• Maintains office filing system, manuals and records to ensure efficient storage and retrieval of material.
• Prepares cheque requisitions for reimbursement; purchase requisitions for invoices; and accounts payable for finance.
• Maintains a high degree of confidentiality with all issues.
• Other related duties as assigned.

Your Qualifications

• Minimum of a High School diploma or G.E.D. required.
• Graduate of a recognized Office Administration Program required.
• Minimum six (6) months experience in a related administrative/secretarial role required. A combination of equivalent education and experience may be considered.
• Advance working knowledge of MS Office programs required.
• Minimum keyboarding speed of 40 wpm required, 60 wpm preferred. (Testing may be conducted on candidates).
• Experience in MEDITECH and CWS preferred.
• Demonstrated knowledge of medical terminology an asset.
• Demonstrated initiative, self-motivated and able to work with minimal supervision required.
• Demonstrated accuracy and attention to detail.
• Proven attention to detail, excellent organization, prioritization and analytical skills required.
• Excellent judgment, diplomacy and discretion in handling confidential and/or sensitive materials is essential.
• Team player with strong interpersonal skills and flexibility in meeting workload demands.
• Competencies in other languages an asset, French preferred.