Administrative Assistant - Hematology

Job summary

Manage physicians’ calendars, clinic appointments, patient inquiries, follow-up visits, and related clinical documentation. Provide administrative support for physicians’ research, teaching, meetings, travel, expenses, correspondence, and professional reporting.

Job details

Position Information Join our dynamic team at the University of Ottawa Medical Associates (UMA) in the position of Administrative Assistant in the Division of Hematology at the General Campus. The 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. Rotation/Shifts Days, 8 hour shifts. Responsibilities 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 including virtual appointments; Produces and completes standard requisitions and clinical forms, including legal documentation, medical reports and insurance papers; Assists with conference registrations, travel, and accommodation arrangements; Compiles and submits expense claims (i.e. travel, honoraria, meeting expenses, legal case opinions, etc.); 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; Produces and completes standard requisitions/labs and clinical forms, including legal documentation, medical reports, and insurance papers, WSIB claims; Attend some meetings and take/distribute minutes; assist in preparation of meetings. Basic Requirements Community College Diploma or equivalent; Minimum of 3-5 years related experience; Experience supporting physician research activities; 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 and able to clearly express self to patients and provide specific instructions; Excellent interpersonal skills; Proficiency in speaking and comprehending both English and French preferred; 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; Clear and concise writing skills. Interested? Apply today! To apply for this exciting opportunity, please forward your resume and cover letter, quoting the corresponding position title, by email at domcareers@toh.ca.

What you’ll do

Manage physicians’ calendars, clinic appointments, patient inquiries, follow-up visits, and related clinical documentation. Provide administrative support for physicians’ research, teaching, meetings, travel, expenses, correspondence, and professional reporting.

Requirements

Requires a community college diploma or equivalent and 3–5 years of related experience, including experience supporting physician research activities. Candidates should have strong organizational, communication, writing, problem-solving, and confidentiality skills, along with proficiency in Microsoft Office; medical terminology certification and English-French proficiency are preferred.

Listed skills

• Time management · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Clinic Scheduling
• Appointment Booking
• Patient Communication
• Medical Documentation
• Expense Claims
• Meeting Coordination
• Minute Taking
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Medical Terminology
• Research Support
• Confidentiality
• Time Management

Job areas

• Administrative
• Healthcare
• Science & Research

More jobs from The Ottawa Hospital