Admin II - Physician Services

Salary Range: Annual $51,319 - $68,932 Position Type: Full-time Permanent Posting Type: This job posting is for an existing vacancy Hours of Work: 35 hours per week Closing Date: September 3, 2026 @8:30a.m. CST Position Summary Under the direction of the Physician Services Manager, the Physician Services Assistant is responsible for the scheduling of all areas of physician orientation, accommodations, and assisting with various office duties, including supporting the scheduling and billing teams as needed. Accountability The Admin II – Physician Services is directly accountable to the Manager – Physician Services. Qualifications * Persons of First Nations ancestry will be given preference (OHRC, Part II, Special Employment) * Minimum Grade 12 or a combination of education and experience as deemed acceptable by SLFNHA * Certificate/diploma in an office administration or secretarial course is an asset * Minimum 1 year of administrative or clerical experience * Previous experience in a medical office setting is an asset * Valid driver’s license * Proficiency in Microsoft Office (Word, Excel) products * Proficiency with current electronic communication tools * Working knowledge of databases * Ability to communicate in one of the First Nations dialects of the Sioux Lookout region is an asset * Ability to perform the requirements of the role on a regular basis Roles & Responsibilities * Assist with development of orientation schedules for new physicians and learners with both external and internal departments and agencies. * Participate and contribute to the regional physician orientation. * Ensure the accommodation spreadsheet is up to date. * Assign accommodations to incoming physicians and specialists. Provide information on outside accommodation when necessary. * Complete weekly emergency accommodations schedule. * Ensure cleanliness of accommodations prior to physician arrival and arrange/schedule weekly housekeeping in collaboration with Indigenous Services Canada (ISC). * Monitor and secure maintenance of accommodations with ISC. * Order, track, and maintain accommodation unit supplies. * Track accommodation inventory (e.g., large purchases and furniture) keep items well maintained, and remove non-working items from units when necessary. * Provide unit access information to incoming physicians for keyless entry. * Purchase items for welcome food boxes for incoming physicians (based on their dietary restrictions and personal choices) and ensure timely delivery to their assigned unit prior to their arrival. * Participate in the rotation of after-hours physician pick up, tour of Sioux Lookout, and drop-off to accommodations. * Inform Finance of monthly accommodation arrangements for invoicing and rent collection. * Update invoice and receipt tracking spreadsheet. * Prepare welcome packages with necessary items and deliver to unit Or email incoming physicians with a welcome letter with instructions for pickup. * Create and maintain accommodation unit binders. * Ensure scheduling of annual spring cleaning of all units and coordinate installation of air conditioners and insect spraying. * Schedule and complete bi-annual inspections of units with ISC. * Oversee locum vehicle, including maintenance, cleaning, key availability, gas. Obtain and keep file of current licenses from all vehicle users. * Update and distribute current monthly physician list. * Develop accommodation feedback surveys to improve current process and have continuous improvement. * Complete data entry to create spreadsheets for tracking and sharing information/statistics. * Prepare documents for distribution, letters, memorandums, work plans, reports, and confidential correspondence. * Submit content for the monthly physician newsletter. * Submit content for the annual reports for both Sioux Lookout First Nations Health Authority (SLFNHA) and Sioux Lookout Regional Physicians’ Services Inc (SLRPSI). * Review monthly general ledgers and communicate discrepancies with finance. * Provide support to scheduling and billing teams in times of high demand or absences. * Perform errands/duties at various sites as required. * All other duties as required. Working Conditions * Prolonged sitting * Prolonged exposure to computer screens * Prolonged keyboard and mouse usage * Lifting up to 25 pounds * Frequent movement in and out of the office to attend to matters offsite * Preapproved overtime as required. We offer competitive and comprehensive employment benefits to Full-Time employees: * Health and dental benefits * Competitive time off plans that increase with years of service * Pension plan & comprehensive insurance coverage * Fitness reimbursement program * Professional development opportunities * Relocation assistance

The Physician Services Assistant manages physician orientation schedules, coordinates accommodations, and provides administrative support to scheduling and billing teams. They are also responsible for maintaining accommodation inventory, processing invoices, and preparing various reports and correspondence.

Candidates must have a minimum of a Grade 12 education and at least one year of administrative or clerical experience. Proficiency in Microsoft Office and a valid driver's license are required, while a certificate in office administration is considered an asset.

• Health benefits • Dental benefits • Time off plans • Pension plan • Insurance coverage • Fitness reimbursement program • Professional development opportunities • Relocation assistance

• Time managementPreferred
• OrganizationPreferred
• Microsoft ExcelPreferred
• CommunicationPreferred
• Microsoft OfficePreferred
• Data entryPreferred
• Microsoft WordPreferred
• Inventory managementPreferred

Identified from the job description. Confirm important requirements above.

• Administrative support
• Scheduling
• Billing support
• Data entry
• Microsoft Office
• Word
• Excel
• Electronic communication
• Database management
• Inventory management
• Record keeping
• Communication
• Organization
• Time management
• Furniture Cleaning
• Office Administration
• Electronic Communication
• Accountability
• Newsletters
• Valid Driver's License
• Microsoft Word
• Microsoft Excel
• Billing
• Spreadsheets
• Housekeeping
• Cleanliness
• Clerical Works
• Continuous Improvement Process
• Data Entry
• Finance
• Invoicing
• Medical Office Procedures
• Prolonged Exposure Therapy
• Purchasing
• Rent Collection
• Ledgers (Accounting)
• Statistics

• Administrative
• Healthcare
• Social Services
• Physician Services Representative
• Administrative Clerk / Coordinator
• General Office Clerks
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Minimum education

High school

Minimum experience

0+ years

Posting language

English

Working hours

35 hours per week