Sinai Health is seeking an exceptional and experienced administrative professional, with the skills and abilities to assume the exciting role of Medical Secretary, Department of Paediatrics. The Medical Secretary exercises judgment and independence to provide complex secretarial and administrative support services to 6 - 7 staff physicians.

In this role you will:

• Organize meetings, schedule appointments, and maintain 6-7 physicians’ schedules. Meet with physicians on regular basis to review calendar items, discuss major up-coming events/projects, and address queries/concerns
• Organize teaching workshops/seminars/lectures; secure room, create and post/email event notices, prepare presentation folders/materials, notifies & reminds staff of their teaching times, set up presentation room, collate evaluation feedback
• Assist with organizing departmental events, including coordinating catering orders, securing rooms or meeting spaces, overseeing event set up and take down, and ensuring seamless execution
• Organize annual schedules for committee meetings, notifies members, books rooms and equipment
• Arrange conference registration, travel and accommodation for physicians and/or invited guests and facilitate the preparation of conference materials, including scientific posters and coordinating delivery
• Track and maintain records of physician-related expenses throughout the fiscal year to support, budgeting, reporting and reimbursement processes
• Support physicians with processing payments (i.e. professional memberships, registrations, other work-related purchases etc.) and prepare expense forms by collecting travel receipt(s), relevant documentation, credit card statements (when appropriate), obtain appropriate signatures, and submit form to office manager
• Maintain and updates physicians’ CV, including CIHR common CV
• Assist with preparing research grant applications including: identification of proper signing authority; coordination with appropriate Research Office personnel; coordination with co-investigators, coordination and compilation of appropriate grant documentation; coordination of ethics review; e-journal reviews
• Coordinate and manage outbound shipments to other study sites, ensuring accurate packaging and documentation
• Assist with renewing REB (Research Ethics Board) applications, complete form and follows-up with renewal status
• Search for medical/research articles online and/or from hospital libraries
• Manage Royal College MOC program web application portfolio; keep track of attended CME accredited and non-accredited activities (i.e. conference, workshop, hospital activities etc.), teaching evaluations, manuscript writing, peer review participation, fellowship/resident feedback, activities surrounding patient chart review
• Book patient consults in Antenatal Clinic, which includes liaising with external department to ensure patient appointments are booked at a mutually agreeable time, correspond with trainees about patient appointments, sending out any additional referrals to external departments, and providing appropriate patient material to staff physicians and trainees
• Help clinicians and patients navigate the use of virtual platforms
• Register outpatients on MSH Powerchart, collate and disseminate patient reports
• Create/maintain/organize office filing systems for physicians and department
• Answer and screen phone calls, when appropriate. Sort mail, faxes, and couriers
• Arrange attendance record sheets for rounds attended by all staff physicians
• Order supplies for the department
• Greet and direct visitors to the Paediatrics Offices
• Perform other duties consistent with the job classification as required

Job Requirements

Job Requirements

Mandatory

• Successful completion of a post-secondary diploma in Medical Office Administration or related field from an accredited College

• 2 years of experience in a secretarial role

Preferred

• Medical office experience

Skills and Knowledge

• Advanced computer skills including Microsoft Outlook, Word, Excel, Zoom, and Adobe
• Polished interpersonal skills; proven ability to work effectively in a team environment and with a variety of internal and external stakeholders
• Sound judgment and sensitivity in assessing difficult situations with proven discretion in dealing with highly sensitive and confidential information
• Excellent organizational skills, with the ability to track and prioritize to ensure the most efficient and effective use of time Demonstrated satisfactory work performance and attendance history

If this sounds like you and you feel ready to build your career within health care, apply now and let us know why you’d be a great addition to our team.